Residential User s Guide

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1 Yardi Voyager Residential User s Guide A S Corporate Website Client Central v_res_usr_70.8_res_pi1.2_rev_b

2 Documentation and Online Help Published by Yardi Systems, Inc. 430 South Fairview Avenue Santa Barbara, CA by Yardi Systems, Inc. All rights reserved. This product or document is protected by copyright, trademark and other intellectual property laws. Use of the product or document is subject to the terms and conditions of an authorized Yardi Systems, Inc. software license or other agreement including, but not limited to, restrictions on its use, copying, disclosure, distribution and decompilation. NOTHING IN THIS DOCUMENTATION IS INTENDED TO SUPERSEDE ANY EXPRESS WRITTEN AGREEMENTS PROVIDED BY YARDI SYSTEMS FOR PORTIONS OF ANY YARDI SYSTEMS PRODUCT OR SERVICE OTHER THAN THIS DOCUMENTATION. No part of this product or document may be disclosed or reproduced in any form by any means without the prior written authorization of Yardi Systems, Inc. This product or document contains proprietary information about software processes, algorithms, and data models which is Confidential Information, and constitutes trade secrets, and which is intended for utilization solely in connection with Yardi software licensees' use of Yardi software and for no other purpose. The inclusion of any references to third-party products and services in this documentation does not imply endorsement by Yardi Systems of such products or services or the third party, or an affiliation between Yardi Systems and such third party. Yardi Systems is not responsible for, and does not control, any third-party products and services including, without limitation, the compatibility, performance, content, trustworthiness, legality, or any other aspect of such products and services. RESTRICTED RIGHTS: This documentation is a Commercial Item consisting of Computer Software Documentation, as those terms are defined in Federal Acquisition Regulation 48 C.F.R Consistent with 48 C.F.R and 48 C.F.R through , U.S. government end users acquire this documentation with only the rights specified in the corresponding license. The product described in this manual may be protected by one or more U.S. patents, foreign patents, or pending applications. TRADEMARKS Yardi, Yardi Systems, Inc., the Yardi logo, Beacon, CHECKscan, COLLECTplus, Concierge, CONDOCafé, Conductor, CTI, DIY Real Estate Solutions, ENERGYplus, Enterprise, Executive Dashboard, Genesis, Insight, Inspector General, Orion, PAYplus, PAYscan, Point2, Portal, PortfolioVMF, Procure to Pay, PROCUREplus, PropertyShark, rcash, RENTCafé, RENTmaximizer, Sentinel, SiteStuff, Voyager, Yardi Energy Solutions, ycheck, and yxfer are trademarks or registered trademarks of Yardi Systems, Inc. in the United States and may be protected as trademarks in other countries. All third-party trademarks are the property of their respective owners. YARDI SYSTEMS, INC. HAS ATTEMPTED TO ENSURE THE ACCURACY AND QUALITY OF THE CONTENT DESCRIBED IN THIS PRODUCT OR DOCUMENT; HOWEVER, IT IS PROVIDED ON AN AS IS BASIS WITHOUT WARRANTY OF ANY KIND. TO THE EXTENT PERMITTED BY APPLICABLE LAW, YARDI DISCLAIMS ALL IMPLIED WARRANTIES WITH RESPECT TO THIS DOCUMENT AND THE PROCEDURES AND TECHNIQUES IT DESCRIBES INCLUDING, WITHOUT LIMITATION, ANY IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR INTENDED PURPOSE, TITLE, NON-INFRINGEMENT, COURSE OF DEALING OR COURSE OF PERFORMANCE. YARDI MAKES NO WARRANTY THAT (i) THE INFORMATION AND MATERIAL HEREIN WILL MEET YOUR REQUIREMENTS, OR (ii) THE RESULTS THAT MAY BE OBTAINED FROM THE USE OF THE INFORMATION AND MATERIALS HEREIN WILL BE ACCURATE OR RELIABLE. YARDI, ITS SUPPLIERS OR ANY THIRD PARTY MENTIONED IN THIS PRODUCT OR DOCUMENT DISCLAIM AND, TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW IN YOUR JURISDICTION, SHALL NOT BE LIABLE FOR, ANY TYPE OF DAMAGES RELATED TO THIS DOCUMENTATION OR ITS USE, OR PERFORMANCE OR NON-PERFORMANCE OF ANY SOFTWARE,HARDWARE, SERVICE, OR ANY THIRD PARTY PRODUCTS AND SERVICES INCLUDING WITHOUT LIMITATION ANY OF THE FOLLOWING DAMAGES: ANY DIRECT, INDIRECT, INCIDENTAL OR CONSEQUENTIAL, SPECIAL OR EXEMPLARY DAMAGES RESULTING FROM THE USE OF THIS DOCUMENT. v_res_usr_70.8_res_pi1.2_rev_b

3 Document Changes The following table lists the plug-in versions documented in each manual revision. To determine which plug-in versions you use, select Administration > About. If a manual documents multiple plugins, use the manual revision associated with the most recent plug-in version you use. A number following the revision letter indicates changes since the previous revision are non-substantive: style, pagination, and so on. Thus, revision a.1 contains the same substantive material as revision a. Publication Date Document Revision Newly Documented Software Other Substantive Changes 13 September 2013 b Residential Plug-in 1.2 Added Chapter 13, Deposit Interest. Added information to Using the GPR Reconciliation Utility on page May 2013 a Residential Plug-in 1.2

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5 v Contents Introduction... xi About Yardi Voyager Residential... xi About the Documentation... xi Notes... xi Help... xi Chapter 1: Residential Setup for Property Managers...1 Residential Setup for Property Managers Checklist... 2 Residential Setup for Property Managers Navigation... 4 Leasing Fields Setup... 5 Adding Leasing Agents... 5 Adding Leasing Sources... 6 Adding Property-Level Contact-Event Types... 7 Adding Results... 8 Adding Reasons... 9 Unit and Unit-Type Setup...10 Adding Floor Plans...10 Reviewing and Editing Floor Plans...11 Adding Wait Units...12 Adding Excluded Units...13 Resident Setup...15 Rentable Items and Service Charges Setup...17 Adding Rentable-Item Types and Service Charges...18 Reviewing and Editing Rentable-Item Types and Service Charges...19 Adding Rentable Items...19 Reviewing and Editing Rentable Items...21 Increasing Rent Amounts of Rentable Items...21 Chapter 2: Community Manager Dashboard Community Manager Dashboard Overview...23 Community Manager Dashboard Sections and Tabs...25 Resident Activity Section...25 Unit Statistics Section...31 Today s Date Section...36 Maintenance Section...39 Traffic Section...41

6 vi Contents Open Batches Section...42 Calendar Tab...44 Person Search Tab...46 Chapter 3: New Leases New Leases Overview...47 Prospect Procedures...48 Adding Guest Cards...48 Reviewing Guest Cards...58 Canceling and Reactivating Guest Cards...59 Adding Contact Events...59 Reviewing and Editing Contact Events...61 Reviewing and Editing Move-In Preferences...61 Reviewing, Editing, and Deleting Occupants...62 Editing Unit Selection for Prospects and Applicants...63 Reviewing and Editing Rental Options...65 Reviewing and Editing Leasing Specials for Prospects and Applicants...66 Printing and ing Rental Quote Sheets...66 Applicant Procedures...68 Processing Applicants...68 Reviewing and Editing Application Forms...73 Applying Additional Application Charges...74 Screening Applicants and Occupants...74 Denying, Canceling, and Re-applying Applicants...77 Executing Leases...81 Chapter 4: Move-Ins and Transfers Move-Ins and Transfers Overview...83 Move-Ins and Transfers Navigation...83 Move-In Procedures...84 Assigning Units...84 Adjusting Move-In Dates...85 Canceling Move-Ins...87 Posting Move-Ins...88 Posting Move-In Batches...89 Reviewing, Editing, and Deleting Move-In Batches...91 Reversing Move-Ins...92 Transfer Procedures...93 Processing Transfers...94 Reviewing, Editing, and Canceling Unposted Transfers...99

7 Yardi Voyager Residential User s Guide vii Chapter 5: Residents Residents Overview Residents Navigation Record Procedures Reviewing and Editing Resident Records Adding Roommates Reviewing and Editing Roommates Reviewing and Editing Application Forms Reviewing Resident Ledgers Reviewing Outstanding Charges Reviewing Resident History Charge Procedures Adding Lease Charges to Residents Reviewing, Editing, and Deleting Lease Charges Increasing Monthly Rent for Residents Posting One-Time Charges Applying Deposits as Credits and Prepayments Posting Late Fees for Properties in Chicago Procedures Sending s Reviewing and Resending s Chapter 6: Lease Renewals Lease Renewals Overview Lease Renewals Navigation Basic Renewal Procedures Proposal-and-Approval Renewal Procedures Renewing Leases with Lease Proposals and Approvals Renewing Leases with Lease Proposal Batches and Bulk Approvals Reviewing and Editing Lease Proposals Reviewing, Editing, and Deleting Lease Proposal Batches Reviewing and Editing Bulk Approvals Renewing Leases Selected in Yardi Portal Printing Lease Documents for Proposal and Approval Renewals Reviewing, Editing, and Canceling Proposed New Leases Deleting Approved Proposals Other Renewal Procedures Adjusting Lease Expiration Dates Converting Leases to Month-to-Month

8 viii Contents Chapter 7: Notices and Move-Outs Notices and Move-Outs Overview Notices and Move-Outs Navigation Notice Procedures Posting Notices Posting Notice Batches Reviewing, Editing, and Deleting Notice Batches Canceling Notices Move-Out Procedures Adjusting Move-Out Dates Posting Move-Outs Posting Move-Out Batches Reviewing, Editing, and Deleting Move-Out Batches Reversing Move-Outs Posting Deposit Accounting Adjusting Deposit Accounting Chapter 8: Residential Maintenance Residential Maintenance Overview Make-Ready Procedures Setting Up Make-Ready Tasks for Properties Adding Make-Ready Tasks to Units Updating Make-Ready Details for Units Making Units Ready Work-Order Procedures Assigning Employees to Work Orders Completing Work Orders Recording Reasons for Incomplete Work Orders Recording Follow-ups for Completed Work Orders Chapter 9: Rentable Items Rentable Items Overview Rentable Items Navigation Rentable Items Procedures Adding Non-Resident Lessees Assigning Rentable Items Releasing Rentable Items Managing Rentable Items and Service Charges for Lessees

9 Yardi Voyager Residential User s Guide ix Chapter 10: Unit Pricing Unit Pricing Overview Unit Pricing Navigation Rent Increase Procedures Increasing Market Rent for Units and Unit Types Leasing Special Procedures Adding Leasing Specials Reviewing and Editing Leasing Specials Copying Unit-Type Leasing Specials Revenue-Management Leasing Specials Setting Up Default Revenue-Management Leasing Specials Posting Revenue-Management Leasing Specials Unit Amenity Procedures Adding Unit Amenities Updating Unit Amenities Copying Unit Amenities to Properties Chapter 11: Market Surveys Market Surveys Overview Market Surveys Navigation Market Surveys Procedures Adding Comparison Properties Adding Market-Survey Information for Subject Properties Reviewing and Editing Subject and Comparison Properties Reviewing and Editing Property Amenities for Subject and Comparison Properties Reviewing and Editing Unit Amenities for Subject and Comparison Properties Reviewing and Editing Unit Types for Subject and Comparison Properties Relating Subject and Comparison Properties Removing Relationships Between Subject and Comparison Properties Adding Comparison-Property Groups Reviewing and Editing Comparison-Property Groups Adding Market Surveys for Subject and Comparison Properties Generating Market Surveys for Subject Properties Reviewing and Editing Market Surveys for Subject and Comparison Properties Reviewing and Editing Unit-Type Market-Survey Data for Subject and Comparison Properties Market Surveys Reports

10 x Contents Chapter 12: Gross Potential Rent Gross Potential Rent Overview Gross Potential Rent Navigation Gross Potential Rent Procedures Generating GPR Reports Creating GPR Journal-Entry Batches Using the GPR Reconciliation Utility Gross Potential Rent Reports Chapter 13: Deposit Interest Deposit Interest Overview Comprehensive Deposit Interest Setting Up Comprehensive Deposit Interest Rules Conversion to Comprehensive Deposit Interest Calculating Comprehensive Deposit Interest Distributing Comprehensive Deposit Interest Deposit Interest Utilities Deposit Interest Reports Preparing T5 Forms Simple Deposit Interest Calculating Simple Deposit Interest Distributing Simple Deposit Interest Index

11 xi Introduction About Yardi Voyager Residential With Yardi Voyager Residential, you can manage prospects, applicants, and residents at multi-family residential properties. This manual includes information specific to Residential Plug-in 1.2. About the Documentation Your system administrator customizes Yardi Voyager Residential and manages the security settings. Customization and security settings affect the appearance of Yardi Voyager Residential and determine the options that are available to users. Most screens and menu paths described in this document are for a standard implementation with the least restrictive security settings. The screens and descriptions may not match those that you see when you use Yardi Voyager Residential. This document does not typically describe fields like Name or Unit #, for which the purpose is self-evident. Unless otherwise indicated, menu paths are for the side menu. You can find the latest documentation on Yardi Client Central: If you need help determining your logon name and password, contact Yardi technical support. Notes An information note provides background information. For example, it may explain how changes made in one screen affect data that appears in another screen. A caution note explains how to avoid a potential problem, or indicates that a process will cause irreversible changes to your data. A tip describes a way to get more from your software. For example, it may explain an alternative way to perform a task. Help Most Voyager screens have a Help button for quick access to information about using the screen.

12 xii Introduction

13 1 CHAPTER 1 Residential Setup for Property Managers In this chapter: Residential Setup for Property Managers Checklist Residential Setup for Property Managers Navigation Leasing Fields Setup Unit and Unit-Type Setup Resident Setup Rentable Items and Service Charges Setup This chapter describes how to set up Voyager Residential. The procedures are intended for property managers. Before you perform the procedures in this chapter, your system administrator must set up your database for Voyager Residential.

14 2 Chapter 1: Residential Setup for Property Managers Residential Setup for Property Managers Checklist In order to use Voyager Residential, you must complete the setup tasks in the following order: For procedures not yet documented, the checklist suggests contacting Yardi technical support. These procedures will be documented in a future Help plug-in. Add vendors. For more information, see Vendor Setup in the Voyager User Interface and Common Procedures Guide. Add owners. For more information, see Owner Setup in the Voyager User Interface and Common Procedures Guide. Add properties. For more information, see Property Setup in the Voyager User Interface and Common Procedures Guide. Add leasing agents. For more information, see Adding Leasing Agents on page 5. Add leasing sources. For more information, see Adding Leasing Sources on page 6. Add property-level contact-event types. For more information, see Adding Property-Level Contact- Event Types on page 7. Add results and reasons. For more information, see Adding Results on page 8. Add rentable item-types, service charges, and rentable items. For more information, see Rentable Items and Service Charges Setup on page 17. Add unit types. For more information, see the following procedures in the Voyager User Interface and Common Procedures Guide: Adding Quick Unit Types Adding Unit Types Add floor plans. For more information, see Adding Floor Plans on page 10. Add units. For more information, see the following procedures in the Voyager User Interface and Common Procedures Guide: Adding Quick Units Adding Units Add wait units. For more information, see Adding Wait Units on page 12. Add excluded units. For more information, see Adding Excluded Units on page 13. Add existing residents. For more information, see Resident Setup on page 15. Add lease charges to existing residents. For more information, see Adding Lease Charges to Residents on page 114.

15 Yardi Voyager Residential User s Guide 3 Populate unit and resident history and rebuild occupancy. For more information, contact your system administrator. Add bank accounts. For more information, contact Yardi technical support. Add resident security deposit balances, if applicable. For more information, contact Yardi technical support. Add resident A/R delinquencies. For more information, contact Yardi technical support. Add resident prepayment balances. For more information, contact Yardi technical support. Add vendor outstanding checks. For more information, contact Yardi technical support. Add vendor A/P balances. For more information, contact Yardi technical support. Add vendor 1099 balances. For more information, contact Yardi technical support. Add property trial balances. For more information, contact Yardi technical support.

16 4 Chapter 1: Residential Setup for Property Managers Residential Setup for Property Managers Navigation Task Add a leasing agent Add a leasing source Add a contact-event type at the property level Add a result or reason Add a floor plan Review or edit a floor plan Add a wait unit Add an excluded unit Add existing residents Add a rentable-item type or a service charge Review or edit a rentable-item type or a service charge Add rentable items Review or edit rentable items Increase rent amount of rentable items Navigation Setup > Property > Find Property Setup > Property > Find Property Setup > Property > Find Property Setup > Property > Find Property Setup > Unit > Add Floor Plan Setup > Unit > Find Floor Plan Setup > Unit > Add Unit Setup > Unit > Add Unit Residents > Resident Setup > Quick Residents Setup > Rentable Items > Add Rentable-Items Type Setup > Rentable Items > Review Rentable-Items Type Setup > Rentable Items > Add Rentable Items Setup > Rentable Items > Find Rentable Items Setup > Rentable Items > Increase Rentable Items

17 Yardi Voyager Residential User s Guide 5 Leasing Fields Setup In this section: Adding Leasing Agents Adding Leasing Sources Adding Property-Level Contact-Event Types Adding Results Adding Reasons This section describes how to set up fields related to leasing procedures. Adding Leasing Agents Leasing agents help prospects sign leases and residents renew leases. Users must specify a leasing agent (often themselves) when they perform one of the following procedures: Add a guest card for a prospect. Add a contact event to a prospect. Apply application charges to a prospect and occupants. Approve or deny an applicant. Resubmit an applicant s application. Execute a lease. Cancel a future resident s move-in. Add a lease-renewal proposal for a resident. Renew a lease using a proposal/approval renewal. Add a proposal batch. You must add at least one leasing agent per property. To add a leasing agent 1 From the side menu, select Setup > Property > Find Property. The Property filter appears. 2 Complete the filter, as needed, and click Submit. The Property screen appears.

18 6 Chapter 1: Residential Setup for Property Managers 3 On the Functions menu, click Agents. The Leasing Agents screen appears. 4 Complete a row for the new leasing agent: Agent Name Inactive Date Agent s full name. Last date on which the agent is active. After this date, users can no longer select the agent, but the agent will still appear in historical reports. NOTE If the agent will be active indefinitely, leave this field empty. 5 Click Save. Adding Leasing Sources Leasing sources are the marketing sources with which your organization is affiliated. Users must specify a source when they add a guest card for a prospect. You must add at least one source per property. Typically, when prospects add themselves in Yardi Portal, they do not specify a source. However, if you want to allow prospects to specify a source, you can choose to show that source in Portal. To add a leasing source 1 From the side menu, select Setup > Property > Find Property. The Property filter appears. 2 Complete the filter, as needed, and click Submit. The Property screen appears. 3 On the Functions menu, click Sources. The Leasing Sources screen appears.

19 Yardi Voyager Residential User s Guide 7 4 Complete a row for the new leasing source: Source Name Inactive Date Show in Portal Name of the source (for example: Newspaper Ad). Date on which the source will no longer be active. After this date, users can no longer select the source when they add guest cards for prospects, but the source will still appear in historical reports. NOTE If the source will be active indefinitely, do not complete this field. Shows the source in Yardi Portal. NOTE It is not mandatory for prospects to specify a source when they add themselves in Portal. 5 Click Save. Adding Property-Level Contact-Event Types In Voyager Residential, interactions between a prospect and a property are tracked with contact events. When users add contact events to prospects (or add a guest card for the prospect), they must specify a contact-event type, which describes the method-of-contact (for example: call or walk-in). After you add property-level contact-event types, users can no longer select system-level contact-event types when tracking contact events at the property. If you want to use system-level contact-event types, do not perform this procedure. To add a contact-event type at the property level 1 From the side menu, select Setup > Property > Find Property. The Property filter appears. 2 Complete the filter, as needed, and click Submit. The Property screen appears. 3 On the Functions menu, click Residential Contacts. The Contact Types screen appears. 4 Complete a row for the contact-event type: Contact Type Inactivate Date Name of the type (for example: Meeting). Date on which the type will no longer be active. After this date, users can no longer select the type, but the type will still appear in historical reports. NOTE If the type will be active indefinitely, do not complete this field. 5 Click Save.

20 8 Chapter 1: Residential Setup for Property Managers Adding Results When users add contact events to prospects, they must specify a result. A result is the outcome or the follow-up action that follows a contact event. For example, if a prospect meets with a leasing agent and decides not to apply because the cost of living at the property is too high, the agent would add a contact event and specify a result named Too Expensive. Or, if the agent shows a prospect a unit brochure and the prospect wants to view the unit, the agent would add a contact event and specify a result named Appointment to View. Results appear in traffic reports, which you can generate to assess ways to improve a property s conversion ratio. Results that disqualify a prospect from applying (for example: Below Minimum Community Age) do not effect a property s conversion ratio. For more information, see the Voyager Residential Sample Reports Guide. You define the possible results for your properties. You must define and add at least one result per property. To add a result 1 From the side menu, select Setup > Property > Find Property. The Property filter appears. 2 Complete the filter, as needed, and click Submit. The Property screen appears. 3 On the Functions menu, click Results/Reasons. The Results/Reasons screen appears. 4 Complete a blank row for the new result: Do not select the Cancel Application, Denials, or Cancel Move-In check boxes in rows corresponding to results. Results/Reasons Contact Results Unqualified Results Short description of the result (for example: Roommate to View). Select this check box. Result disqualifies prospects. 5 Click Save.

21 Yardi Voyager Residential User s Guide 9 Adding Reasons When users cancel an applicant, deny an applicant, or cancel a future resident s move-in, they must specify a reason. For example, if a future resident calls a leasing agent and tells the agent that he cannot move out of his previous property, the agent would cancel the resident s move-in and specify a reason named Waiting for Previous Move-Out. Or, if the agent screens an applicant and the screening agency reports a low credit score, the agent would deny the applicant and specify a reason named Bad Credit History. You define the possible reasons for your properties. You must define and add at least one reason per property. To add a reason 1 From the side menu, select Setup > Property > Find Property. The Property filter appears. 2 Complete the filter, as needed, and click Submit. The Property screen appears. 3 On the Functions menu, click Results/Reasons. The Results/Reasons screen appears. 4 Complete a blank row for the new reason: Do not select the Contact Results or Unqualified Results check boxes in rows corresponding to reasons. Results/Reasons Cancel Application Denials Cancel Move-In Short description of the reason (for example: Waiting For Previous Move-Out). Reason applies to canceling applicants. Reason applies to denying applicants. Reason applies to canceling future resident s move-ins. 5 Click Save.

22 10 Chapter 1: Residential Setup for Property Managers Unit and Unit-Type Setup In this section: Adding Floor Plans Reviewing and Editing Floor Plans Adding Wait Units Adding Excluded Units This section describes how to add floor plans and special units. Adding Floor Plans For marketing purposes, you can group similar unit types into a floor plan. Unit types in a floor plan must have the same number of rooms and must be associated with the same property, but may differ in rent amount, deposit amount, or area. Search results in RENTCafé, Yardi Portal, and other ILS/Guest Card services are grouped by floor plans. For example, your property may use three unit types for two-bedroom, two-bathroom apartments. If you want prospects who are searching for two-bedroom, two bathroom units to view one result with a range of values instead of three separate results, you could add a floor plan with the following settings: Number of Rooms Rent Amount Deposit Amount Area (sq. ft.) Unit Type 1 2 bedrooms, 2 bathrooms $1,000 $2, Unit Type 2 2 bedrooms, 2 bathrooms $1,150 $2,300 1,000 Unit Type 3 2 bedrooms, 2 bathrooms $1,300 $2,600 1,100 Floor Plan 2 bedrooms, 2 bathrooms $1,000 $1,300 $2,000 $2, ,100 To add a floor plan 1 From the side menu, select Setup > Unit > Add Floor Plan. The Floor Plan screen appears. 2 Complete the top part of the screen, as needed. For more information, see Floor Plan Screen Reference on page In the table on the Unit Type Details tab, complete a row for each unit type that you want to add to the floor plan. 4 Click Save.

23 Yardi Voyager Residential User s Guide 11 Floor Plan Screen Reference Top Part of Screen Code Rent Low Rent High Sq. Ft. Low Sq. Ft. High Deposit Low Deposit High Unique code for the floor plan. This code can be any combination of up to eight letters or numbers. Lowest rent amount for unit types in the floor plan, for marketing purposes. Highest rent amount for unit types in the floor plan, for marketing purposes. Smallest square footage for unit types in the floor plan, for marketing purposes. Largest square footage for unit types in the floor plan, for marketing purposes. Lowest deposit amount for unit types in the floor plan, for marketing purposes. Highest deposit amount for unit types in the floor plan, for marketing purposes. Reviewing and Editing Floor Plans You can edit a floor plan at any time. Any changes that you make go into effect when RENTCafé, Yardi Portal, or other ILS/Guest Card services receives the updated information. To review or edit a floor plan 1 From the side menu, select Setup > Unit > Find Floor Plan. The Floor Plan filter appears. 2 Complete the filter and click Submit. The Floor Plan screen appears. 3 Edit as needed. For information about the fields on this screen, see Floor Plan Screen Reference on page If you made any changes, click Save.

24 12 Chapter 1: Residential Setup for Property Managers Adding Wait Units You must select a unit for a prospect before the prospect can apply. If there are no available units with the unit type that the prospect wants, you can select a wait unit for the prospect. A wait unit is a virtual unit that represents a real unit type. For example, if a prospect wants to move into a two-bedroom unit and there are no two-bedroom units available, you can select a two-bedroom wait unit for the prospect. When a real two-bedroom unit becomes available, you can deselect the wait unit and select the two-bedroom unit. You can select the same wait unit for multiple prospects. Prospects for whom wait units are selected appear on a waitlist on the dashboard. For more information, see Viewing Waitlist on page 42. To add a wait unit 1 From the side menu, select Setup > Unit > Add Unit. The new unit screen appears. 2 Complete the screen: Property Rental Type Property for which you are adding the wait unit. Residential 3 Click Submit. The Unit screen appears. 4 Complete the screen: Unit Unit Type Unique code for the wait unit. This code must begin with WAIT and can contain only letters and numbers (for example, WAIT2B2B). Unit type that the wait unit represents.

25 Yardi Voyager Residential User s Guide 13 5 Click Save. Additional fields appear. 6 Click Edit. 7 On the Occupancy tab, select the Exclude check box. 8 Click Save. Adding Excluded Units If you want to assign rentable items to non-resident lessees, you must add at least one excluded unit. For more information, see Adding Non-Resident Lessees on page 180. Excluded units are units that are excluded from Rent Roll reports and unit counts on the dashboard. To add an excluded unit 1 From the side menu, select Setup > Unit > Add Unit. The new unit screen appears. 2 Complete the screen, as needed: Property Rental Type The property to which you are adding the excluded unit. Residential

26 14 Chapter 1: Residential Setup for Property Managers 3 Click Submit. The Unit screen appears. 4 Complete the screen: Unit Unit Type Unique code for the excluded unit. Select any unit type. 5 Click Save. Additional fields and buttons appear. 6 Click Edit. 7 On the Occupancy tab, select the Exclude check box. 8 Click Save.

27 Yardi Voyager Residential User s Guide 15 Resident Setup This section describes how to add residents when you are setting up Voyager Residential. Before you manage your properties with Voyager Residential, populate your database with existing residents. Then, add lease charges to existing residents. For more information, see Adding Lease Charges to Residents on page 114. You can add existing residents only to units that have never been recorded in Voyager as occupied. Add only residents who either currently occupy their units or were the last people to occupy their units. You cannot add more than one resident to a unit. Perform this procedure only when you are first setting up Voyager Residential. For information about adding new residents by executing leases, see Chapter 3, New Leases. To add existing residents 1 From side menu, select Residents > Residents Setup > Quick Residents. The Quick Residents filter appears. 2 In the Property field, select the property to which you want to add existing residents. 3 Click Submit. The Quick Residents screen appears. 4 Complete the row corresponding to each resident that you want to add. For more information, see Quick Residents Screen Reference on page Click Post.

28 16 Chapter 1: Residential Setup for Property Managers Quick Residents Screen Reference If you do not want to add a resident to a unit, leave empty the Move In field and either the First Name or Last Name fields in the row corresponding to that unit. Rent Move In Status Telephone Lease Sign Lease From Lease To By default, this is the amount in the Unit Rent field on the Unit screen. Date on which the resident moved into the unit. Status of the resident: Current The resident currently occupies the unit. Past The resident moved out of the unit when the lease expired and was the last person to occupy the unit. Future The resident has not yet moved into the unit. Evict The resident was evicted from the unit and was the last person to occupy the unit. Notice The resident submitted a move-out notice, vacated the unit, or moved out before the lease expired and was the last person to occupy the unit. NOTE Do not select the Vacant option. Resident s office phone number. Type only numbers; do not use spaces or special characters. Voyager formats the number after you complete the field. Date on which the resident signed the current lease. Date on which the resident s current lease begins. Date on which the resident s current lease expires.

29 Rentable Items and Service Charges Setup Yardi Voyager Residential User s Guide 17 In this section: Adding Rentable-Item Types and Service Charges Reviewing and Editing Rentable-Item Types and Service Charges Adding Rentable Items Reviewing and Editing Rentable Items Increasing Rent Amounts of Rentable Items This section describes how to add rentable items and service charges. Users can select rentable items and service charges for prospects when adding guest cards. Users can select rentable items and service charges for current residents or non-resident lessees at any time. For more information, see Managing Rentable Items and Service Charges for Lessees on page 183. Rentable Items Rentable items are items that are not connected to units and that you can rent to people. Examples of rentable items include parking spaces and storage lockers. You can rent rentable items to non-residents; for example, you can rent a parking space at the property to someone who does not occupy a unit at the property. For more information, see Rentable-item types are templates and categories for rentable items. Every rentable item belongs to a type; when you add a new rentable item, Voyager copies the item type s charge code and rent amount, which helps reduce setup time. To set up rentable items, perform the following procedures: 1 Add rentable-item types. For more information, see Adding Rentable-Item Types and Service Charges on page Add rentable items. For more information, see Adding Rentable Items on page 19. Service Charges Service charges are monthly charges for optional services that residents select or additional fees to which they are subject. Examples of service charges include cable internet subscriptions or pet fees. Service charges are similar to rentable items, but because they are not associated with physical items, there is no limit on the number of service charges that you can apply to residents ledgers. When you select a service charge for a resident, you specify the number of instances of the charge. For example, if the resident has two pets, you can apply two instances of the pet fee service charge to their ledger. To set up service charges, you need only to add them. For more information, see Adding Rentable- Item Types and Service Charges on page 18.

30 18 Chapter 1: Residential Setup for Property Managers Adding Rentable-Item Types and Service Charges You add rentable-item types and service charges using the same screen. Essentially, service charges are special rentable-item types that you can select for individual residents. The following examples describe the differences between rentable-item types and service charges: An example of a rentable-item type is garage. The property holds a finite number of physical garages, each with its own item number. An example of a service charge is cable. The property can potentially offer cable internet service to all residents, so there is no practical limit to the number of service charges. After you add rentable-item types, add rentable items. After you add service charges, you do not need to perform any additional setup procedures. To add a rentable-item type or a service charge 1 From the side menu, select Setup > Rentable Items > Add Rentable-Items Type. The Rentable- Item Type screen appears. 2 Complete a blank row in the spreadsheet. For descriptions of fields on the spreadsheet, see Rentable-Item Type Screen Reference on page Click Save. Rentable-Item Type Screen Reference Rentable-Item Types Service Charges Code Unique code for the rentable-item type. Unique code for the service charge. Market Rent Default monthly amount of rentable items of the type. You can change this amount for an individual rentable item. Monthly amount of the service charge. Taxable Rentable items of the type are taxable. Service charge is taxable. Service Charge Clear this check box. Select this check box.

31 Yardi Voyager Residential User s Guide 19 Reviewing and Editing Rentable-Item Types and Service Charges You can edit a rentable-item type or service charge at any time. Changes to a rentable-item type (except its taxable status) do not apply to existing rentable items; you must add new rentable items of that type to apply the changes that you made to the type. Changes to a service charge (except its taxable status) do not apply to existing instances of that charge; you must select the charge for a resident to apply the changes that you made to the charge. To review or edit a rentable-item type or a service charge 1 From the side menu, select Setup > Rentable Items > Review Rentable-Items Type. The Rentable-Items Type filter appears. 2 Complete the filter, then click Submit. The Rentable Item Type screen appears. 3 Edit as needed. For descriptions of fields on the spreadsheet, see Rentable-Item Type Screen Reference on page If you made changes, click Save. Adding Rentable Items In Voyager, you add multiple rentable items at once. You specify the rentable item-type and the numerical code range of the items that you want to add (for example, garages with codes ). Typically, you should add all rentable items of a rentable-item type at once. To add rentable items 1 From the side menu, select Setup > Rentable Items > Add Rentable Items. The Add Rentable Item filter appears. 2 Complete the filter: Type From To Rentable-item type. Code of the first rentable item that you want to add. Use numbers only. Code of the last rentable item that you want to add. Use numbers only. NOTE The range between these two codes is the number of rentable items that you want to add. For example, if you want to add five rentable items, type 1 (or 101, 201, etc.) in the From field and type 5 (or 105, 205, etc.) in the To field. On the next screen, you can change the code of an individual rentable item before adding it. 3 Click Submit. The Rentable Items screen appears.

32 20 Chapter 1: Residential Setup for Property Managers 4 Edit as needed. For descriptions of fields on the spreadsheet, see Rentable Item Screen Reference on page If you made changes, click Save. When you click Save, the spreadsheet displays all rentable items of the type (not only the new ones that you added). If you need to edit the new rentable items, locate them in the spreadsheet and edit as needed. You might need to do this if you are adding many rentable items. As always, remember to regularly click Save to prevent data loss. Rentable Item Screen Reference The following fields appear when adding and editing rentable items: Code Description Market Rent Taxable Unique code for the rentable item. By default, this is a number in the range that you specified in the From and To fields on the filter. By default, this is the description of the rentable-item type. By default, this is the monthly amount of the rentable-item type. To change the state of this check box, you must edit the rentable-item type. The following read-only fields appear only when editing rentable items: Leasee Items leased to residents Code of the resident or non-resident lessee leasing the item. Items reserved to prospects Code of the prospect reserving the item. Lease From Date on which the item s lease began. (Blank) Lease To Date on which the item s lease ends. (Blank) Reserved Until (Blank) Expected move-in date of the prospect reserving the item. This date appears only for prospects who have become applicants. Current Rent Monthly amount that the resident or nonresident lessee actually pays for the item. (Blank)

33 Yardi Voyager Residential User s Guide 21 Reviewing and Editing Rentable Items You can edit rentable items at any time. For information about changing the market rent of rentable items, see Increasing Rent Amounts of Rentable Items on page 21. To review or edit rentable items 1 From the Voyager side menu, select Setup > Rentable Items > Find Rentable Items. The Rentable Items filter appears. 2 Complete the filter, then click Submit. The Rentable Items screen appears. 3 Edit as needed. For descriptions of fields on the spreadsheet, see Rentable Item Screen Reference on page If you made changes, click Save. Increasing Rent Amounts of Rentable Items You can increase the rent amount of a rentable items, and specify whether or not you want to apply the increase to the rentable item lease charges that residents and non-resident lessees currently pay. To increase the rent amount of rentable items 1 From the side menu, select Setup > Rentable Items > Increase Rentable Items. The Rentable Item Increase filter appears. 2 In the Type field, select the method by which you want to increase rent amounts: % Increases the current rent amounts of rentable items by a percentage. Flat $ Amt. Increases the current rent amounts of rentable items by a flat amount. 3 In the Amount field, type the percentage or amount by which you want to increase rent amounts. 4 Complete the filter. For field descriptions, see Rentable Item Increase Filter Reference on page Click Submit.

34 22 Chapter 1: Residential Setup for Property Managers Rentable Item Increase Filter Reference Rentable Type Rentable Item Amount Type Increase for Report Only Rentable-item type. Leave this field empty. Percentage or amount of the rent amount increase. Method of the increase: % Increases the current rent amounts of rentable items by a percentage. Flat $ Amt. Increases the current rent amounts of rentable items by a flat amount. Records to which the increase applies: Rentable Item Applies only to rentable items. Rentable Item/Type Applies to the rentable-item type and to all rentable items of that type. NOTE If you want to reflect the increases on the Rental Options step of the leasing workflow (when you select rentable items for prospects), you must select Rentable Item/Type. Determines what happens when you click Submit: Yes Displays a report of the increases, but does not apply them. No Displays a report of the increases and applies them.

35 23 CHAPTER 2 Community Manager Dashboard In this chapter: Community Manager Dashboard Overview Community Manager Dashboard Sections and Tabs This chapter describes how to use the Community Manager Dashboard. Community Manager Dashboard Overview In Voyager Residential, you perform procedures and view up-to-date information about your property from the Community Manager Dashboard. From the dashboard, you can view information about residents, prospects, applicants, units, leasing specials, maintenance tasks, charges, receipts, and payables. You can also add prospects and batches for charges, receipts, and payables, as well as view a calendar of past and upcoming events related to your property.

36 24 Chapter 2: Community Manager Dashboard Selecting a Property Before you use the dashboard, you must select a property. Selecting a property allows you to view information and perform procedures related to that property from the dashboard. In the Prop/List field, select a property. If you select a property list, tables on the dashboard display a sortable Property column. Changing the Dashboard Tab When you first log on to the dashboard, the Dashboard tab appears on the bottom part of the screen. This tab does not show any information. If you click the number link that appears next to text on the top part of the screen, the Dashboard tab changes and shows appropriate information. Move-Out number link Move-Out [Today s Date] tab Click to sort by column For example, if you click the number next to Move-Out in the Resident Activity section, the Dashboard tab changes to the Move-Out [Today s Date] tab and displays residents with move-out dates on or before today s date. If you want to sort a table by a column, click the column. If you want to reverse the sort order, click the column again.

37 Yardi Voyager Residential User s Guide 25 Community Manager Dashboard Sections and Tabs In this section: Resident Activity Section Unit Statistics Section Today s Date Section Maintenance Section Traffic Section Open Batches Section Calendar Tab Person Search Tab This section describes the sections and tabs that appear on the Community Manager Dashboard. Resident Activity Section In the Resident Activity section, you can view the following information about residents at the property: Move-In Move-Out Deposit Accounting On-Notice Expiring Leases (120 days) Scheduled Lease Renewals Alerts Number of future residents and approved applicants whose move-in dates are on or before today s date. Number of on-notice residents whose move-out dates are on or before today s date. Number of past residents and canceled applicants for whom deposit accounting has not been posted. Number of on-notice residents. Number of residents whose leases expire within the next 120 days. Number of residents either with scheduled lease renewals or who have selected approved lease proposals in Yardi Portal. Number of residents and applicants for whom issues related to move-in and move-out exist.

38 26 Chapter 2: Community Manager Dashboard Viewing Move-Ins If you want to view future residents and approved applicants whose move-in dates are on or before today s date, click the number next to Move-In. The Move-In [Today s Date] tab appears. If you want to post a resident s move-in, click the Move-In button in the row corresponding to that resident. The Move-In screen appears. For more information, see Posting Move-Ins on page 88. If you want to adjust a resident s or applicant s move-in date, click the Adjust Dates button in the row corresponding to that resident. The Adjust Move-In Dates screen appears. For more information, see Adjusting Move-In Dates on page 85. If you want to cancel a resident s move-in, click the Cancel button in the row corresponding to that resident. The Cancel Future Move-In screen appears. For more information, see Canceling Move- Ins on page 87. If you want to execute an applicant s lease, click the Execute Lease button in the row corresponding to that applicant. The Prospect Guest Card screen appears. For more information, see Executing Leases on page 81. Viewing Move-Outs If you want to view on-notice residents whose move-out dates are on or before today s date, click the number next to Move-Out. The Move-Out [Today s Date] tab appears. If you want to post a resident s move-out, click the Move-Out button in the row corresponding to that resident. If you want to adjust a resident s move-out date, click the Adjust Dates button in the row corresponding to that resident. The Notice screen appears. For more information, see Adjusting Move- Out Dates on page 161. If you want to cancel a resident s move-out notice, click the Cancel Notice button in the row corresponding to that resident. If you want to cancel a resident s eviction notice, click the Cancel Evict button in the row corresponding to that resident.

39 Yardi Voyager Residential User s Guide 27 Posting Deposit Accounting If you want to view applicants and residents for whom deposit accounting has not been posted, click the number next to Deposit Accounting. The Deposit Accounting [Today s Date] tab appears. If you want to post deposit accounting for an applicant or resident, click the Deposit Acctg button in the row corresponding to that person. If the person is an applicant, the Cancel Future Move-In screen appears. If the person is a resident, the Deposit Accounting screen appears. For more information, see Posting Deposit Accounting on page 166. If you want to remove an applicant from the table without posting deposit accounting, click the Clear Applicant button in the row corresponding to that applicant. A confirmation request appears. Click OK. Viewing On-Notice Residents If you want to view on-notice residents, click the number next to On Notice. The On Notice [Today s Date] tab appears. If you want to adjust a resident s move-out date, click the Adjust Dates button in the row corresponding to that resident. The Notice screen appears. For more information, see Adjusting Move- Out Dates on page 161. If you want to cancel a resident s notice, click the Cancel Notice button in the row corresponding to that resident. If you want to cancel a resident s eviction notice, click the Cancel Evict button in the row corresponding to that resident.

40 28 Chapter 2: Community Manager Dashboard Viewing Expiring Leases If you want to view residents whose leases expire within the next 120 days, click the number next to Expiring Leases (120 days). The Expiring Leases (120 days) [Today s Date] tab appears. If you want to renew a resident s lease, click the Renewal Workflow button in the row corresponding to that resident. If your property is set up for basic renewals, the Lease Renewal screen appears. For more information, see Basic Renewal Procedures on page 124. If your property is set up for proposal/approval renewals, the Lease Proposal screen appears. For more information, see Renewing Leases with Lease Proposals and Approvals on page 127. If your property is set up for Revenue Management, you must renew resident s leases using proposal batches. For more information, see Renewing Leases with Lease Proposal Batches and Bulk Approvals on page 131. If you want to convert a resident s lease to month-to-month, click the MTM button in the row corresponding to that resident. The Lease Renewal screen appears. For more information, see Converting Leases to Month-to-Month on page 150. If you want to record a notice for a resident, click the Notice button in the row corresponding to that resident. The Notice screen appears. For more information, see Posting Notices on page 154.

41 Yardi Voyager Residential User s Guide 29 Viewing Scheduled Lease Renewals If your property is set up for proposal/approval renewals and you want to view residents with scheduled lease renewals or who have selected approved lease proposals in Yardi Portal, click the number next to Scheduled Lease Renewals. The Scheduled Lease Renewals [Today s Date] tab appears. If you want to review a resident s new lease, click the Edit button in the row corresponding to that resident. The Lease Proposal screen appears. For more information, see Reviewing, Editing, and Canceling Proposed New Leases on page 147. If you want to print a resident s new lease documents, click the Lease Doc button in the row corresponding to that resident. The lease-document selection screen appears. For more information, see Printing Lease Documents for Proposal and Approval Renewals on page 147. If you want to renew the lease of a resident who selected a proposal in Yardi Portal, click the Renew button in the row corresponding to that resident. The Renew Lease screen appears. For more information, see Renewing Leases Selected in Yardi Portal on page 146. If you want to cancel a resident s new lease, click the Cancel button in the row corresponding to that resident. A confirmation request appears. Click OK. If you click the Cancel button in the row corresponding to a resident who selected a proposal in Yardi Portal, the resident disappears from the table and either you or the resident must select a new proposal for the resident.

42 30 Chapter 2: Community Manager Dashboard Viewing Alerts If you want to view residents and applicants for whom issues related to move-in and move-out exist, click the number next to Alerts. The Alerts [Today s Date] tab appears. The tab shows the following: Applicants and residents whose move-ins are overdue If you want to execute an applicant s lease, click the Go button in the row corresponding to that applicant. The Prospect Guest Card screen appears. You may need to perform one or more of the following procedures: Screen the applicant and any occupants. For more information, see Screening Applicants and Occupants on page 74. Approve or deny the applicant. For more information, see Denying, Canceling, and Re-applying Applicants on page 77. Execute the applicant s lease. For more information, see Executing Leases on page 81. If you want to post a resident s move-in, click the Go button in the row corresponding to that resident. The Move In screen appears. For more information, see Posting Move-Ins on page 88. Applicants and residents whose deposit accounting is overdue If you want to post deposit accounting for an applicant, click the Go button in the row corresponding to that resident. The Cancel Future Move-In screen appears. For more information, see Posting Deposit Accounting on page 166. If you want to post deposit accounting for a resident, click the Go button in the row corresponding to that resident. The Deposit Accounting screen appears. For more information, see Posting Deposit Accounting on page 166. Residents whose move-outs are overdue If you want to post a resident s move-out, click the Go button in the row corresponding to that resident.

43 Yardi Voyager Residential User s Guide 31 Residents for whom there are no lease charges If you want to add a resident s lease charges, click the Go button in the row corresponding to that resident. The Resident screen appears. For more information, see Adding Lease Charges to Residents on page 114. Residents whose lease terms are below the minimum number of months or whose lease-to dates are prior to their lease-from dates If you want to change a resident s lease-from date, click the Go button in the row corresponding to that resident. The Resident screen appears. For more information, see Adjusting Lease Expiration Dates on page 149. Residents who are occupying excluded units If you want to select a new unit for a resident who is occupying an excluded unit, click the Go button in the row corresponding to that resident. The Resident screen appears. For more information, see Assigning Units on page 84. Unit Statistics Section In the Unit Statistics section, you can view the following information about units at the property: Total Units Leased Units Occupied Units Available Units Model/Down/Admin On-Hold Units Unit Transfers The number of units in the property, excluding those marked as Excluded. The number and percentage of units whose statuses are Occupied No Notice; Notice Unrented; Notice Rented; or Vacant Rented; and model, down, and admin units. The number and percentage of units whose statuses are Occupied No Notice, Notice Unrented, or Notice Rented. The number and percentage of units whose statuses are Vacant Unrented or Notice Unrented. The number and percentage of units that are model, down, or admin units, excluding those marked as Excluded. The number and percentage of units with active holds for prospects and applicants. The number of in-progress transfers. Viewing All Units If you want to view all units at your property, excluding those marked as Excluded, click the number next to Total Units. The Total Units [Today s Date] tab appears.

44 32 Chapter 2: Community Manager Dashboard Viewing Leased Units If you want to view leased units, click the number next to Leased Units. The Leased Units [Today s Date] tab appears. Viewing Occupied Units If you want to view occupied units, click the number next to Occupied Units. The Occupied Units [Today s Date] tab appears. Viewing Available Units If you want to view available units, click the number next to Available Units. The Available Units [Today s Date] tab appears. If you want to limit the units that appear in the table by number of bedrooms, availability date, price, or amenities, complete the fields on the left part of the tab, as needed, and click Search.

45 Yardi Voyager Residential User s Guide 33 If you want to view, print, or a unit s brochure, click the Brochure link in the row corresponding to that unit. The Unit Brochure screen appears. If you want to print the brochure, click Print. If you want to the brochure, type an address in the Brochure to field, and click the button. If you want to view a unit s leasing specials, click the Specials link in the row corresponding to that unit. The Unit Specials for Unit [#] screen appears.

46 34 Chapter 2: Community Manager Dashboard Viewing Model, Down, and Admin Units If you want to view model, down, and admin units, click the number next to Model/Down/Admin. The Model/Down/Admin [Today s Date] tab appears. Viewing On-Hold Units If you want to view on-hold units, click the number next to On-Hold Units. The On-Hold Units [Today s Date] tab appears. If you want to release a unit from hold, click the Release Hold button in the row corresponding to that unit. A confirmation request appears. Click OK. If you want to adjust the date until which a unit is on hold, click the Adjust Hold button in the row corresponding to that unit. The Hold for [Prospect] screen appears. For more information, see Editing Unit Selection for Prospects and Applicants on page 63.

47 Yardi Voyager Residential User s Guide 35 Viewing Transfers If you want to view in-progress transfers, click the number next to Unit Transfers. The Unit Transfers [Today s Date] tab appears. For information about transfer procedures, see Transfer Procedures on page 93. If you want to view a resident s original record, click the link in the From Resident field in the row corresponding to that resident. The Resident screen appears. If you want to view a resident s new record, click the link in the New Resident field in the row corresponding to that resident. The Resident screen appears. If you want to resume processing a resident s transfer, click the In-Progress button in the row corresponding to that resident. The Transfer Unit screen appears. For more information, see Processing Transfers on page 94. If you want to adjust a resident s move-in date, click the Adjust Move-In Date button in the row corresponding to that resident. The Adjust Move-In Dates screen appears. For more information, see Adjusting Move-In Dates on page 85. If you want to post a resident s move-in, click the Move-In New Unit button in the row corresponding to that resident. The Move-In screen appears. For more information, see Posting Move-Ins on page 88. If you want to adjust a resident s move-out date, click the Adjust Move-Out button in the row corresponding to that resident. The Notice screen appears. For more information, see Adjusting Move-Out Dates on page 161. If you want to post a resident s move-out, click the Move-Out button in the row corresponding to the resident. If you want to cancel a transfer that has been posted for a resident: Click the Cancel Move-In button in the row corresponding to that resident. The Cancel Future Move-In screen appears. For more information, see Canceling Move-Ins on page 87. Click the Cancel Notice button in the row corresponding to that resident.

48 36 Chapter 2: Community Manager Dashboard Today s Date Section Current Date section The Today s Date section shows today s date according to the system. All information that appears on the dashboard reflects today s date. In this section, you can add guest cards for prospects, view leasing specials, view the daily activity report, view the Specials Hot Sheet, monitor report requests, add purchase orders, and add service requests. Adding Guest Cards There are two types of guest cards that you can add for prospects: guest cards and quick guest cards. If you want to add a guest card, click the Add Guest link. The Prospect Guest Card screen appears. If you want to add a quick guest card, click the Quick Guest link. The Quick Guest screen appears. For more information, see Adding Guest Cards on page 48. Viewing Leasing Specials If you want to view leasing specials for the property, click the Leasing Specials link. The leasing specials screen appears. For more information, see Leasing Special Procedures on page 188. Viewing Daily Activity Report The Daily Activity report shows on-alert residents, month-to-month residents, on-notice residents, residents moving in, residents for whom deposit accounting needs to be posted, residents with leases expiring within 120 days, residents with delinquent charges, available units, unit showings, and pending work requests as of today s date.

49 Yardi Voyager Residential User s Guide 37 If you want to view the Daily Activity report, click the Daily Activity link. The report appears. Viewing the Leasing Specials Hot Sheet The Leasing Specials Hot Sheet is a report that shows leasing specials available for the property. You can print a copy of the Hot Sheet or it to a prospect.

50 38 Chapter 2: Community Manager Dashboard If you want to view, print, or the Hot Sheet, click the Hot Sheet link. The Specials Hot Sheet for [Property] screen appears. If you want to print the Hot Sheet, click Print. If you want to the Hot Sheet, type an address in the Specials to field, and then click .

51 Yardi Voyager Residential User s Guide 39 Monitoring Report Requests If you want to view the progress of reports that Voyager sends to Yardi Conductor for processing, click the Monitor Reports link. The Monitor Report Requests filter appears. For more information, see Monitoring Report Progress in the Voyager User Interface and Common Procedures Guide. Adding Purchase Orders A purchase order (PO) is a contract with a vendor to purchase a set quantity of items for delivery on a set date and for a set price. For example, if you need to paint the walls of new units in your property, you can create a purchase order with your property s paint-supplies vendor for cans of paint, brushes, and so on. Maintenance employees are responsible for fulfilling purchase orders. If you want to add a purchase order, click the New PO link. The Purchase Order screen appears. For more information, see Adding Purchase Orders in the Voyager Maintenance Management User s Guide. Adding Service Requests Service requests are a simplified way to add work orders related to a resident or unit, or the entire property. For example, if the pool in your property needs to be cleaned, you can create a service request for a pool-cleaning. Maintenance employees are responsible for fulfilling service requests. If you want to add a service request, click the New Svc. Req. link. The Service Request Page 1 screen appears. For more information, see Creating Work Orders During Service Calls in the Voyager Maintenance Management User s Guide. Maintenance Section In the Maintenance section, you can view the following information about maintenance tasks at your property: Pending Make-Ready Pending Work Requests Completed WO Followup The number of units that need to be made ready. The number of incomplete work orders. The number of completed work orders that require follow-up with callers.

52 40 Chapter 2: Community Manager Dashboard Making Units Ready If you want to view units that need to be made ready, click the number next to Pending Make-Ready. The Pending Make-Ready [Today s Date] tab appears. If you want to update a unit s make-ready details, click the Make Ready Details button in the row corresponding to the unit. The Make Ready Update screen appears. For more information, see Updating Make-Ready Details for Units on page 174. If you want to make a unit ready, click the Make Unit Ready button in the row corresponding to the unit. A confirmation request appears. Click OK. For more information, see Making Units Ready on page 175. Viewing Incomplete Work Orders If you want to view incomplete work orders, click the number next to Pending Work Requests. The Pending Work Requests [Today s Date] tab appears. If you want to assign a work order to a maintenance employee, click the Assign button in the row corresponding to that work order. The Assign Employee for Work Order [#] screen appears. For more information, see Assigning Employees to Work Orders on page 176. If you want to record that a work order was completed, click the Complete button in the row corresponding to that work order. The Complete Work Order [#] screen appears. For more information, see Completing Work Orders on page 177. If you want to record a reason for an incomplete work order, click the Reason Incomplete button in the row corresponding to that work order. The Reason for Incomplete Work Order [#] screen appears. For more information, see Recording Reasons for Incomplete Work Orders on page 177.

53 Yardi Voyager Residential User s Guide 41 Recording Follow-ups for Completed Work Orders If you want to view work orders that require follow-ups with callers, click the number next to Completed WO Follow-up. The Completed WO Follow-up [Today s Date] tab appears. If you want to record a follow-up for a completed work order, click the Follow-up Call Complete button in the row corresponding to that work order. For more information, see Recording Follow-ups for Completed Work Orders on page 178. Traffic Section In the Traffic section, you can view the following information about prospects and applicants at the property: Prospect Pipeline Today s Showings On Waitlist Pending Applications The number of prospects who have contacted your property in the last 30 days. The number of unit showings scheduled for today s date. The number of prospects and applicants that are assigned to wait units. The number of applicants who require approval or denial. Viewing Prospect Pipeline If you want to view a table of prospects who have contacted your property in the last 30 days, click the link next to Prospect Pipeline. The Prospect Pipeline [Today s Date] tab appears. If you want to make an appointment with a prospect, click the Make Appt button in the row corresponding to the prospect. The Contact for [Prospect] screen appears. For more information, see Adding Contact Events on page 59.

54 42 Chapter 2: Community Manager Dashboard Viewing Today s Unit Showings If you want to view today s unit showings, click the link next to Today s Showings. The Today s Showings [Today s Date] tab appears. Viewing Waitlist If you want to view prospects and applicants that are assigned to wait units, click the link next to On Waitlist. The On Waitlist [Today s Date] tab appears. For more information, see Adding Wait Units on page 12. Viewing Submitted Applications If you want to view applicants who require approval or denial, click the link next to Pending Applications. The Pending Applications [Today s Date] tab appears. Open Batches Section In the Open Batches section, you can view unposted charge, receipt, and payable batches, or create new ones. Viewing Charge Batches If you want to view unposted charge batches, click the Charges link. The Charge Batches [Today s Date] tab appears.

55 Yardi Voyager Residential User s Guide 43 If you want to edit or post a batch, click the number in the row corresponding to that batch. The Batch Charge screen appears. Adding Charge Batches If you want to add a new charge batch, click the New Charge Batch link. The Batch Charge screen appears. Viewing Receipt Batches If you want to view unposted receipt batches, click the Receipts link. The Receipt Batches [Today s Date] tab appears. If you want to edit or post a batch, click the number in the row corresponding to that batch. The Batch Receipt screen appears. Adding Receipt Batches If you want to add a new receipt batch, click the New Receipt Batch link. The Batch Receipt screen appears. Viewing Payable Batches If you want to view unposted payable batches, click the Payables link. The Payable Batches [Today s Date] tab appears. If you want to edit or post a batch, click the number in the row corresponding to that batch. The Batch Payable screen appears. Adding Payable Batches If you want to add a new payable batch, click the New Payable Batch link. The Batch Payable screen appears.

56 44 Chapter 2: Community Manager Dashboard Calendar Tab Date field On the Calendar tab, you can view past and upcoming move-ins, move-outs, notices, unit showings, and appointments. Changing the Date There are two methods by which you can change the date that the calendar shows: In the Date field, type the date, then click the Jump To button. Click the Calendar button, select a date, then click the Jump To button. Changing the View You can view events on the calendar in day, week, 2-week, or month views: If you want to view events for one day, click the Day button. If you want to view events for one week, click the Week button. If you want to view events for two weeks, click the 2-Week button. If you want to view events for one month, click the Month button. Changing Periods You can move forward and backward by the period specified by the current view. For example, if you are viewing events in the Day view, you can move forward and backward by one day: If you want to move backward by one period, click the Left Arrow button. If you want to move forward by one period, click the Right Arrow button.

57 Yardi Voyager Residential User s Guide 45 Exporting to Outlook If you want to export the events that appear on the calendar to your Microsoft Outlook calendar, click the Export to Outlook button. If the YSI NetClient Installer Page appears after you click the Export to Outlook button administrator., contact your system Viewing Move-Ins If you want to view move-ins that are scheduled for a specific day, click the Move-In (#) link in the calendar square corresponding to that day. The Move-In [Date] tab appears. For more information, see Viewing Move-Ins on page 26. Viewing Notices If you want view notices that were submitted on a specific day, click the Notice (#) link in the calendar square corresponding to that day. The Notice [Date] tab appears. For more information, see Viewing On-Notice Residents on page 27. Viewing Showings If you want to view unit showings that occured on a specific day, click the Showing (#) link in the calendar square corresponding that day. The Showing [Date] tab appears. For more information, see Viewing Today s Unit Showings on page 42. Viewing Appointments If you want to view appointments that are scheduled for a specific day, click the Appointment (#) link in the calendar square corresponding to that day. The Appointment [Date] tab appears.

58 46 Chapter 2: Community Manager Dashboard Person Search Tab On the Person Search tab, you can search for prospects and residents. In order to perform procedures for prospects and residents who do not appear elsewhere on the dashboard, you must use this tab. Searching Residents and Prospects Complete the tab, as needed, and click Search. Matching prospects and residents appear in a table to the right of the tab. Viewing a Resident s Ledger If you want to view a resident s ledger, click the Ledger link in the row corresponding to that resident. The Resident Ledger screen appears.

59 47 CHAPTER 3 New Leases In this chapter: New Leases Overview Prospect Procedures Applicant Procedures This chapter describes how to add prospects, process their applications, and execute their leases. New Leases Overview A prospect is a person who is interested in living in your property. When a prospect contacts you, you add a guest card in Voyager. The guest card includes contact information about the prospect and any other occupants, and the prospect s unit and move-in preferences. When the prospect is ready to apply for a unit, you submit applications and apply application charges; this changes the prospect to an applicant. If required by your organization, you can then screen the applicant through a credit-checking agency. When you are ready to make a decision, you can approve or deny the applicant. If you approve the applicant, you then execute the applicant s lease; this changes the applicant to a future resident. For information about posting move-ins for future residents, see Posting Move-Ins on page 88.

60 48 Chapter 3: New Leases Prospect Procedures In this section: Adding Guest Cards Reviewing Guest Cards Canceling and Reactivating Guest Cards Adding Contact Events Reviewing and Editing Contact Events Reviewing and Editing Move-In Preferences Reviewing, Editing, and Deleting Occupants Editing Unit Selection for Prospects and Applicants Reviewing and Editing Rental Options Reviewing and Editing Leasing Specials for Prospects and Applicants Printing and ing Rental Quote Sheets This section describes how to add and edit guest cards for prospects. Adding Guest Cards When a prospect first contacts the property, you add a new guest card. Adding a guest card includes the following procedures: 1 Adding contact information. 2 Selecting move-in preferences. Move-in preferences include the prospect s preferred number of bedrooms, monthly rent, amenities, and move-in date. Some preferences affect the available units that appear when you select or hold a unit. 3 Adding occupants. Occupants are other people who will occupy the unit or will be financially responsible for the unit. Occupants change to roommates when you execute the prospect s lease. 4 Selecting or holding a unit: Selecting a unit for a prospect does not prevent the unit from being selected for other prospects; Voyager assigns the unit to the first prospect to whom application charges are applied. Holding a unit for a prospect prevents the unit from being selected for other prospects; Voyager releases the hold and assigns the unit to the prospect when application charges are applied. When a hold ends, the hold stays on the guest card, but the unit can be selected or held for other prospects. 5 Selecting rental options. Rental options include the prospect s lease term, monthly rent amount, rentable items, and service charges. 6 Selecting leasing specials.

61 Yardi Voyager Residential User s Guide 49 You do not need to finish adding a guest card at one time; Voyager saves the guest card after you complete each procedure so that you can exit Voyager and resume adding the guest card later. For more information, see Reviewing Guest Cards on page 58. There are two types of guest cards that you can add for prospects: guest cards and quick guest cards. Quick guest cards combine entering contact information, selecting move-in preferences, and adding occupants into one procedure. This section includes the following procedures: To add a guest card for a prospect To add a quick guest card for a prospect To add a guest card for a prospect 1 In the [Today s Date] section on the dashboard, click the Add Guest link. The Prospect Guest Card screen appears. 2 Complete the top part of the screen. For more information, see Prospect Guest Card Screen Reference on page Click Next. Voyager saves the guest card. The Guest Card tab changes to the Preferences tab. 4 If a table of prospects with the same last name appears on the bottom part of the screen: a b c d e If you want to add a guest card for the current prospect, click the here to add guest link. The table changes to a table of contact events. If you want to add a guest card for a new prospect, click the here to start over link. A blank Prospect Guest Card screen appears. If you want to add a guest card for an existing prospect, click that prospect s name in the table. The Prospect Guest Card screen for that prospect appears. For more information, see Reviewing Guest Cards on page 58. Complete the screen. Click Next. Voyager saves the guest card. 5 Complete the Preferences tab. For more information, see Prospect Guest Card Screen Reference on page Click Next. Voyager saves the guest card. The Preferences tab changes to the Occupants tab.

62 50 Chapter 3: New Leases 7 For each occupant that you want to add: a Click Add New Occupant. The Occupant screen appears. b Complete the screen: Relationship Lessee Occupant s relationship to the prospect. Your system administrator sets up the options for this field. Occupant is financially responsible for the unit. You can configure certain generated documents to display only occupants who are lessees. For more information, contact Yardi technical support. c Click Save. 8 Click Next. Voyager saves the guest card. The Occupants tab changes to the Select Unit tab. 9 Edit the top part of the Select Unit tab. For more information, see Prospect Guest Card Screen Reference on page If you made any changes, click Refresh. Voyager updates the table at the bottom of the tab. 11 If you want to view, print, or a unit s brochure, click the Brochure link in the row corresponding to that unit. The Unit Brochure screen appears. For more information, see Viewing Available Units on page 32.

63 Yardi Voyager Residential User s Guide If you want to make an appointment to show a unit to the prospect: a b c Click the Make Appt link in the row corresponding to that unit. The Contact for [Prospect] screen appears. Complete the screen. For more information, see Contact for [Prospect/Applicant] Screen Reference on page 60. Click Save. 13 If you want to record that the prospect was shown a unit: a b c Click the Show link in the row corresponding to that unit. The Contact for [Prospect] screen appears. Complete the screen. For more information, see Contact for [Prospect/Applicant] Screen Reference on page 60. Click Save. 14 If you want to select a unit, click the Select link in the row corresponding to the unit that you want to select. The Unit and Unit Type fields appear at the top of the screen. 15 If you want to hold a unit: a Click the Hold link in the row corresponding to the unit that you want to hold. The Hold for [Prospect] screen appears. b c In the Hold Until field, select the date on which the hold ends. By default, this is tomorrow s date. Click Hold. 16 Click Next. Voyager saves the guest card. The Select Unit tab changes to the Rental Options tab. 17 Complete the tab. For more information, see Prospect Guest Card Screen Reference on page 53.

64 52 Chapter 3: New Leases 18 If you want to reserve a rentable item for the prospect: a Click the Reserve button in the row corresponding to the rentable-item type. The Rentable Item Reservation screen appears. b c Select the Reserve check box in the row corresponding to the rentable item that you want to reserve. Click Save. Voyager updates the Qty field in the row corresponding to the rentable item and the total amount in the Amount field. Service charge 19 If you want to apply a service charge to the prospect, type the number of instances of the charge in the Qty field in the row corresponding to the charge. Rows corresponding to service charges do not have Reserve buttons. 20 Click Next. Voyager saves the guest card. The Rental Options tab changes to the Concessions tab. If the property is configured for revenue management with Rainmaker LRO, the maximum amount of leasing specials that you can select for the prospect appears in the LRO Concessions section. For more information, see Revenue-Management Leasing Specials on page If you want to select a leasing special for the prospect, select the Select check box in the row corresponding to that special. 22 If you want to print or a rental quote sheet for the prospect, click the Quote button at the top of the screen. The Unit Rental Quote Sheet screen appears. For more information, see Printing and ing Rental Quote Sheets on page Click Next. Voyager saves the guest card.

65 Yardi Voyager Residential User s Guide 53 Prospect Guest Card Screen Reference Top Part of Screen Your system administrator sets up which fields on the top part of the screen are required. Tel# Office# Home# Cell# Fax# First Contact Agent Source Result Date Prospect s office and home phone numbers. Use only numbers; do not use spaces or special characters. Voyager formats the number after you complete the field. Prospect s cell phone and fax numbers. Use only numbers; do not use spaces or special characters. Voyager formats the number after you complete the field. Method by which the prospect first contacted the property. For information about setting up the options in this field, see Adding Property-Level Contact-Event Types on page 7. Your name, or the name of the leasing agent who the prospect first contacted. For information about setting up the options in this field, see Adding Leasing Agents on page 5. Leasing source that referred the prospect to the property. For information about setting up the options in this field, see Adding Leasing Sources on page 6. Result of the first contact. For information about setting up the options in this field, see Adding Results on page 8. Date on which the prospect first contacted the property. By default, this is today s date.

66 54 Chapter 3: New Leases Preferences Tab The Preferences tab appears only when you are editing a prospect s move-in preferences. For more information, see Reviewing and Editing Move-In Preferences on page 61. Expected Move-In Bedrooms Desired Rent Amenity Preferences Date on which the prospect expects to move into the property. NOTE If you edit the date in the Expected Move-In field on the Rental Options tab, Voyager enters the same date in this field. Number of bedrooms that the prospect wants. When you select the prospect s unit from a table of available units, Voyager, by default, shows only units with this number of bedrooms. (For informational purposes only) Amount that the prospect wants to pay for monthly rent. (For informational purposes only) Amenities that the prospect wants. For information about setting up amenities, see Unit Amenity Procedures on page 200. NOTE You can generate the Unit Availability Detail with Amenities report to show the prospect the amenities that are included with available units. Select Unit Tab The Select Unit tab appears only when you are editing a prospect s unit selection. For more information, see Editing Unit Selection for Prospects and Applicants on page 63. [#] bedroom(s) only Limits the table at the bottom of the tab to units with the prospect s preferred number of bedrooms. This number is specified in the Bedrooms field on the Preferences tab. [Property] ([property code]) only Limits the table to units in the property to which the prospect s guest card was added. Show WAIT units only Limits the table to wait units. For more information, see Adding Wait Units on page 12. Show MODEL units only Limits the table to model units. For more information, see Setting Up Non-Revenue Units in the Voyager User Interface and Common Procedures Guide.

67 Yardi Voyager Residential User s Guide 55 Rental Options Tab The Rental Options tab appears only when you are editing a prospect s rental options. For more information, see Reviewing and Editing Rental Options on page 65. Expected Move-In Lease-From Date Lease Term (months) Lease-To Date Quoted Rent The date on which the prospect expects to move into the selected unit. This date cannot be earlier than the date on which the unit becomes available. NOTE If you edit the date in the Expected Move-In field on the Preferences tab, Voyager enters the same date in this field. The date on which the prospect s lease begins. By default, this is the date specified in the Expected Move-In field on the Preferences tab. The number of months in the lease term. NOTE By default, this is the number specified in the Normal Lease Term field on the Property Setup screen. For more information, see Property Defaults in the Voyager User Interface and Common Procedures Guide. The date on which the prospect s lease expires. Voyager completes this field based on the option specified in the Rounding Lease Term field on the Property Setup screen. For information about editing the Rounding Lease Term field, see Property Defaults in the Voyager User Interface and Common Procedures Guide. The monthly rent amount. By default, this is the amount specified in the Unit Rent field on the Unit screen for the unit. NOTE If the property is set up for Revenue Management, your revenue-management agency generates the default amount. If your agency is Yardi RENTmaximizer and you want to view the Unit Pricing report, click the Pricing Report link in the Other Data field at the top of the screen. To add a quick guest card for a prospect 1 In the [Today s Date] section on the dashboard, click the Quick Guest link. The Quick Guest screen appears. 2 Complete the screen, as needed. For information about the fields on this screen, see Quick Guest Screen Reference on page Click Save. Voyager saves the guest card. The Occupants table appears.

68 56 Chapter 3: New Leases 4 If a table of prospects with the same last name appears on the bottom part of the screen: a b c d e If you want to add a guest card for the current prospect, click the here to add guest link. The Occupants table appears. If you want to add a guest card for a new prospect, click the here to start over link. A blank Quick Guest screen appears. If you want to add a guest card for an existing prospect, click that prospect s name in the table. The Prospect Guest Card screen for that prospect appears. For more information, see Reviewing Guest Cards on page 58. Complete the screen. Click Save. Voyager saves the guest card. 5 For each occupant that you want to add: a In the Occupants table, click the Add New Occupant link. The Occupant screen appears. b Complete the screen: Relationship Lessee Occupant s relationship to the prospect. Your system administrator sets up the options for this field. Occupant is financially responsible for the unit. You can configure certain generated documents to display only occupants who are lessees. For more information, contact Yardi technical support. c Click Save. 6 Click the Go To Leasing Workflow link on the bottom part of the screen. The Prospect Guest Card screen appears. 7 Complete the remaining guest card procedures, through selecting the prospect s leasing specials. For more information, see Adding Guest Cards on page 48.

69 Yardi Voyager Residential User s Guide 57 Quick Guest Screen Reference After you click Save, you cannot edit the Unit Shown, Date Shown, or Show Result fields. Date First Contact Agent Source Result Expected Move-In Bedrooms Desired Rent Unit Shown Date Shown Show Result The date on which the prospect first contacted the property. By default, this is today s date. The method by which the prospect first contacted the property. For information about setting up the options in this field, see Adding Property-Level Contact-Event Types on page 7. Your name, or the name of the leasing agent who the prospect first contacted. NOTE For information about setting up the options in this field, see Adding Leasing Agents on page 5. The leasing source that referred the prospect to the property. For information about setting up the options in this field, see Adding Leasing Sources on page 6. The result of the first contact. For information about setting up the options in this field, see Adding Results on page 8. The date on which the prospect expects to move into the property. The number of bedrooms that the prospect wants. When you select the prospect s unit from a table of available units, Voyager, by default, shows only units with this number of bedrooms. (For informational purposes only.) The amount that the prospect wants to pay for monthly rent. (For informational purposes only.) The unit that the prospect was shown; this is not necessarily the prospect s selected unit. The date on which the prospect was shown the unit. The result of the showing. For information about setting up the options in this field, see Adding Results on page 8.

70 58 Chapter 3: New Leases Reviewing Guest Cards If you do not finish adding a guest card for a prospect or applicant at one time, you can review the guest card and resume adding it. For example, a prospect may contact you and schedule a unit showing. Before the showing, you would complete guest card procedures, through adding the prospect s occupants. After the showing, you would review the guest card in order to finish adding it. This section includes the following procedures: To review the guest card of a prospect To review the guest card of an applicant To review the guest card of a prospect 1 In the Traffic section on the dashboard, click the link next to Prospect Pipeline. The Prospect Pipeline [Today s Date] tab appears. 2 Click the name of the prospect whose guest card you want to review. The Prospect Guest Card screen appears. To review the guest card of an applicant 1 On the dashboard, click the Person Search tab. 2 Complete the tab. 3 Click Search. A table of matching people appears to the right of the tab. 4 Click the name of the applicant whose guest card you want to review. The Prospect Guest Card screen appears.

71 Yardi Voyager Residential User s Guide 59 Canceling and Reactivating Guest Cards If a prospect no longer wants to move into the property, you must cancel the prospect s guest card. Later, if the prospect wants to move into your property again, you can reactivate the guest card. When you cancel a prospect s guest card, Voyager releases any rentable items reserved by the prospect. This section includes the following procedures: To cancel a guest card To reactivate a canceled guest card To cancel a guest card 1 If not already open, open the guest card that you want to cancel. For more information, see Reviewing Guest Cards on page Click the Cancel Guest button on the top part of the screen. To reactivate a canceled guest card 1 If not already open, open the canceled guest card that you want to reactivate. For more information, see Reviewing Guest Cards on page Click the Reactivate button on the top part of the screen. Adding Contact Events Contact events track interactions between a prospect and your property. When you add a contact event, you must specify the type, date, and leasing agent. You can also specify the time, result, or unit. You can add a contact event to a prospect when any interaction occurs, including the following: The prospect calls, s, or sends a letter to your property. The prospect visits your property. You make an appointment to show a unit to a prospect. You record the results of a unit showing. Contact events for appointments and unit showings appear on the Calendar tab on the dashboard. You can also add contact events to an applicant any time before executing the lease. Voyager automatically adds a contact event when you perform any of these procedures: adding a guest card; holding or releasing a hold on a unit; canceling or reactivating a prospect; applying application charges; or denying, canceling, or approving an applicant.

72 60 Chapter 3: New Leases To add a contact event to a prospect or applicant 1 If not already open, open the guest card of the prospect or applicant to whom you want to add a contact event. For more information, see Reviewing Guest Cards on page Click the Contacts button on the top part of the screen. The current tab changes to the Contacts tab. 3 Click the Add New Contact link. The Contact for [Prospect/Applicant] screen appears. 4 Complete the screen. For more information, see Contact for [Prospect/Applicant] Screen Reference on page Click Save. Contact for [Prospect/Applicant] Screen Reference Type Agent Result Date Time Unit Contact-event type. For information about setting up the options that appear in this field, see Adding Property-Level Contact-Event Types on page 7. NOTE If you select the Showing or Appointment types, the event will appear on the Calendar tab on the dashboard. Your name, or the name of the leasing agent who is associated with the event. By default, this is the agent selected in the Agent field on the Prospect Guest Card screen. For information about setting up the options in this field, see Adding Leasing Agents on page 5. Result of the event. For information about setting up the options in this field, see Adding Results on page 8. Date on which the event occurred or will occur. By default, this is today s date. Time of day at which the event occurred or will occur. Unit with which the event is associated.

73 Yardi Voyager Residential User s Guide 61 Reviewing and Editing Contact Events You can edit a prospect s or applicant s contact events any time before executing the lease. To review or edit a prospect s or applicant s contact event 1 If not already open, open the guest card of the prospect or applicant for whom you want to review a contact event. For more information, see Reviewing Guest Cards on page Click the Contacts button on the top part of the screen. The current tab changes to the Contacts tab. 3 Click the Edit link in the row corresponding to the contact event that you want to review. The Contact screen for the prospect appears. 4 Edit as needed. For information about the fields on this screen, see Contact for [Prospect/Applicant] Screen Reference on page If you made any changes, click Save. Reviewing and Editing Move-In Preferences You can edit a prospect s or applicant s move-in preferences any time before executing the lease. To review or edit a prospect s or applicant s move-in preferences 1 If not already open, open the guest card of the prospect or applicant whose move-in preferences you want to select. For more information, see Reviewing Guest Cards on page If the Preferences tab is not already open, click Preferences on the Leasing Steps menu. The current tab changes to the Preferences tab. 3 Edit as needed. For information about the fields on this tab, see Prospect Guest Card Screen Reference on page If you made any changes, click Next. Voyager saves the guest card.

74 62 Chapter 3: New Leases Reviewing, Editing, and Deleting Occupants You can edit or delete a prospect s or applicant s occupants any time before executing the lease. To review, edit, or delete a prospect s or applicant s occupant 1 If not already open, open the guest card of the prospect or applicant whose occupant you want to review. For more information, see Reviewing Guest Cards on page If the Occupants tab is not already open, click Occupants on the Leasing Steps menu. The current tab changes to the Occupants tab. 3 Click the Edit link in the row corresponding to the occupant that you want to review. The Occupant screen appears. 4 If you want to delete the occupant, click Delete. 5 Edit as needed: Relationship Lessee Occupant s relationship to the prospect or applicant. Your system administrator sets up the options for this field. Occupant is financially responsible for the unit. You can configure certain generated documents to display only occupants who are lessees. For more information, contact Yardi technical support. 6 If you made any changes, click Save.

75 Editing Unit Selection for Prospects and Applicants Yardi Voyager Residential User s Guide 63 You can select or hold a different unit for a prospect any time before applying application charges. If you do not want any unit selected for the prospect, you can deselect the current unit. You can select a different unit for an applicant any time before executing the lease; you cannot hold a different unit for the applicant. If a unit is on hold, you can edit the date on which the hold ends or release the hold. This section includes the following procedures: To deselect or change the unit of a prospect or an applicant To edit or release a hold on a unit To deselect or change the unit of a prospect or an applicant 1 If not already open, open the guest card of the prospect or applicant whose unit you want to change. For more information, see Reviewing Guest Cards on page If the Select Unit tab is not already open, click Select Unit on the Leasing Steps menu. The current tab changes to the Select Unit tab. 3 If you want to deselect the current unit for the prospect, click the Deselect button. 4 If you want to select a different unit: a b c d Edit the top of the Select Unit tab, as needed. For more information, see Prospect Guest Card Screen Reference on page 53. If you made any changes, click Refresh. Voyager updates the table at the bottom of the tab. Click the Select link in the row corresponding to the unit that you want to select. If your property is set up for Revenue Management, a confirmation message appears. Click OK. 5 If you want to hold a different unit: a b Edit the top of the Select Unit tab, as needed. For more information, see Prospect Guest Card Screen Reference on page 53. If you made any changes, click Refresh. Voyager updates the table at the bottom of the tab.

76 64 Chapter 3: New Leases c Click the Hold link in the row corresponding to the unit that you want to hold. The Hold for [Prospect/Applicant] screen appears. d e In the Hold Until field, select the date on which the hold ends. By default, this is tomorrow s date. Click Hold. 6 Click Next. Voyager saves the guest card. To edit or release a hold on a unit 1 In the Unit Statistics section on the dashboard, click the number next to On-Hold Units. The On- Hold Units [Today s Date] tab appears. 2 If you want to edit the date on which a hold ends: a Click the Adjust Hold button in the row corresponding to the hold that you want to edit. The Hold for [Prospect/Applicant] screen appears. b c In the Hold Until field, select the new date on which the hold ends. By default, this is tomorrow s date. Click Hold. 3 If you want to release a hold, click the Release Hold button in the row corresponding to the hold that you want to release.

77 Yardi Voyager Residential User s Guide 65 Reviewing and Editing Rental Options You can edit a prospect s or applicant s rental options any time before executing the lease. To review or edit a prospect s or applicant s rental options 1 If not already open, open the guest card of the prospect whose rental options you want to review. For more information, see Reviewing Guest Cards on page If the Rental Options tab is not already open, click Rental Options on the Leasing Steps menu. The current tab changes to the Rental Options tab. 3 Edit as needed. For information about the fields on this tab, see Prospect Guest Card Screen Reference on page If you want to review a prospect s or applicant s rentable items: a Click the Reserve button in the row corresponding to the rentable-item type. The Rentable Item Reservation screen appears. b c d If you want to remove a rentable item, clear the Reserve check box in the row corresponding to that item. If you want to reserve a rentable item, select the Reserve check box in the row corresponding to that item. If you made any changes, click Save. Voyager updates the Qty field in the row corresponding to the rentable item, and the total amount in the Amount field. Service charge 5 If you want to change the number of instances of a service charge applied to the prospect s ledger, edit the number in the Qty field in the row corresponding to the charge. Rows corresponding to service charges do not have Reserve buttons. 6 If you made any changes, click Next. Voyager saves the guest card.

78 66 Chapter 3: New Leases Reviewing and Editing Leasing Specials for Prospects and Applicants You can edit a prospect s or applicant s leasing specials any time before executing the lease. To review or edit a prospect s or applicant s leasing specials 1 If not already open, open the guest card of the prospect or applicant whose leasing specials you want to review. For more information, see Reviewing Guest Cards on page If the Concessions tab is not already open, click Concessions on the Leasing Steps menu. The current tab changes to the Concessions tab. If the property is configured for revenue management with Rainmaker LRO, the maximum amount of leasing specials that you can select for the prospect appears in the LRO Concessions section. 3 If you want to select a leasing special, select the Select check box in the row corresponding to that special. 4 If you want to deselect a leasing special, clear the Select check box in the row corresponding to that special. 5 If you made any changes, click Next. Voyager saves the guest card. Printing and ing Rental Quote Sheets After you select leasing specials for a prospect or applicant, you can view the prospect s quoted monthly rent amount for each month of the lease term on a rental quote sheet. You can then print a copy of the sheet or it to the prospect. To print or a rental quote sheet for a prospect or applicant 1 If not already open, open the guest card of the prospect or applicant for whom you want to print or a rental quote sheet. For more information, see Reviewing Guest Cards on page If the Rental Options, Concessions, Application Form, Application Charges, or Application Status tab is not already open, click the name of one of those tabs on Leasing Steps menu. The current tab changes to the appropriate tab.

79 Yardi Voyager Residential User s Guide 67 3 Click the Quote button on the top part of the screen. The Unit Rental Quote Sheet screen appears. 4 If you want to the quote sheet: a b In the Quote Sheet to field, type a valid address. Click . 5 If you want to print a copy of the quote sheet, click Print.

80 68 Chapter 3: New Leases Applicant Procedures In this section: Processing Applicants Reviewing and Editing Application Forms Applying Additional Application Charges Screening Applicants and Occupants Denying, Canceling, and Re-applying Applicants Executing Leases This section describes how to process applicants and execute their leases. Processing Applicants After you add a prospect s guest card, you process the prospect as an applicant. The prospect becomes an applicant when you apply application charges. Processing an applicant includes the following procedures: 1 Completing application forms for the prospect and any occupants (optional). Voyager includes a standard application form for prospects and their occupants. Your organization might require you to complete separate forms instead of, or in addition to, the standard form. If your property is set up for Blue Moon, you can transfer information to the most current Blue Moon online application form. 2 Applying application charges. Prospects are subject to application charges that have been set up for the unit type of their unit. Some charges are optional or have modifiable amounts. Occupants might be subject to charges as well, depending on their relationship type. For more information, see Adding Unit Types in the Voyager User Interface and Common Procedures Guide. 3 Screening the applicant (optional). 4 Approving the applicant. This allows you to execute the applicant s lease and post a move-in for the applicant. You can also deny or cancel the applicant. For more information, see Denying, Canceling, and Re-applying Applicants on page Generating lease documents. Lease documents are generated from report packets, which combine multiple documents such as lease agreements and new prospect letters into a single PDF. Your system administrator sets up report packets for lease documents. If your property is set up for Blue Moon, you can print lease documents from Blue Moon.

81 Yardi Voyager Residential User s Guide 69 You do not need to finish processing an applicant at one time; Voyager saves the applicant s guest card after you complete each procedure so that you can exit Voyager and resume processing the applicant later. For more information, see Reviewing Guest Cards on page 58. To process a prospect as an applicant 1 If not already open, open the guest card of the prospect that you want to process as an applicant. For more information, see Reviewing Guest Cards on page If the Application Form tab is not already open, click the Application Form link on the Leasing Steps menu. The current tab changes to the Application Form tab. 3 If you want to complete an application form for the prospect or an occupant: a Click the Application Information link in the row corresponding to the prospect, or the Occupant Information link in the row corresponding to the occupant. The Application for [Prospect/Occupant] screen appears. b c d Complete the screen. If you want to print the application form, click Print. Click Save.

82 70 Chapter 3: New Leases 4 If you want to transfer the information on completed application forms to Blue Moon: a b c Click the Blue Moon button. The Lease Application Blue Moon screen appears. Complete the screen and click Submit. The Getting Started screen on the Blue Moon online application appears. Complete the Blue Moon online application, as needed. For more information, contact Blue Moon technical support. d Click the Close button on the top part right of the window. 5 Click Next. Voyager saves the guest card. The Application Form tab changes to the Application Charges tab. The table on the Application Charges tab shows the number of occupants (including the prospect) to which each charge will be applied. 6 Complete the tab: Charge Date Agent Date on which Voyager posts the application charges to the general ledger. By default, this is today s date. This date cannot be later than the date in the Expected Move-In field. Your name, or the name of the leasing agent who authorized the charges. By default, this is the agent selected in the Agent field on the Prospect Guest Card screen. For information about setting up the options in this field, see Adding Leasing Agents on page 5. 7 If you want to apply an optional charge, select the Select check box in the row corresponding to that charge. 8 If you want to modify the amount of a modifiable charge, type the new amount in the Amount field in the row corresponding to that charge. 9 Click Next. A confirmation request appears. 10 Click OK.

83 Yardi Voyager Residential User s Guide If you are holding the unit for the applicant, a second confirmation request appears. Click OK. Voyager saves the guest card. The Application Charges tab changes to the Application Status tab. If the unit was selected for another prospect for whom application charges have been posted, Voyager will not post the charges. You must select a new unit for the current prospect. For more information, see Editing Unit Selection for Prospects and Applicants on page If you want to select a new unit for the applicant, click the Assign Unit button. The Select Unit tab appears. For more information, see Editing Unit Selection for Prospects and Applicants on page If you want to screen the applicant, click the Credit Check button on the top part of the screen. The Credit Check screen appears. For more information, see Screening Applicants and Occupants on page Click the Approve button. If you want to deny the applicant, see Denying, Canceling, and Re-applying Applicants on page 77. You may need proper permissions to approve an applicant who has not been screened or was denied by an applicant-screening agency. For more information, contact your system administrator. 15 If a confirmation request appears, click OK. The Approval screen appears. 16 Complete the screen: Date Agent Date of the approval. By default, this is today s date. This date cannot be earlier than the application submission date or later than the preferred move-in date. Your name, or the name of the agent who approved the applicant. By default, this is the agent selected in the Agent field on the Prospect Guest Card screen. For information about setting up the options in this field, see Adding Leasing Agents on page Click Save. A confirmation request appears. 18 Click OK. Voyager saves the guest card.

84 72 Chapter 3: New Leases 19 If you want to print lease documents from Voyager: a Click the Lease Doc button. The lease-document selection screen appears. b c d e f If you want to be able to review the lease documents after you generate them, as attachments on the guest-card record, select the Attach to Prospect Record check box. Select the Select check box in the row corresponding to the report packets that you want to generate. If you want to print the selected report packets, click the View button. A PDF document of the selected packets appears. Print the PDF document. If you want to the selected report packets to the resident, click the button. A confirmation request appears. Click OK. Click Close. 20 If you want to print lease documents from Blue Moon: a b Click the Blue Moon button. The Lease Application Blue Moon screen appears. Complete the screen and click Submit. The Blue Moon online forms screen appears. c Click the View Print Menu button at the top of the screen. For more information, contact Blue Moon technical support.

85 Yardi Voyager Residential User s Guide 73 Reviewing and Editing Application Forms You can edit a prospect s or occupant s application form any time before executing the lease. To review or edit a prospect s or occupant s application form 1 If not already open, open the guest card of the prospect whose application form you want to review or whose occupants application forms you want to review. For more information, see Reviewing Guest Cards on page If the Application Form tab is not already open, click the Application Form link on the Leasing Steps menu. The current tab changes to the Application Form tab. 3 If you want to review the prospect s application form: a b c Click the Application Information link in the row corresponding to the prospect. The Application for [Prospect] screen appears. Edit as needed. If you made any changes, click Save. 4 If you want to review an occupant s application form: a b c Click the Occupant Information link in the row corresponding to the occupant. The Application for [Occupant] screen appears. Edit as needed. If you made any changes, click Save. 5 If you want to transfer the information on completed application forms to Blue Moon: a b c Click the Blue Moon button. The Lease Application Blue Moon screen appears. Complete the screen and click Submit. The Getting Started screen on the Blue Moon online application appears. Complete the application, as needed. For more information, contact Blue Moon technical support.

86 74 Chapter 3: New Leases Applying Additional Application Charges You can apply additional charges to an applicant after you apply the initial application charges. To apply an additional charge to an applicant 1 If not already open, open the guest card of the applicant to whom you want to apply additional charges. For more information, see Reviewing Guest Cards on page If the Application Charges tab is not already open, click Application Charges on the Leasing Steps menu. The current tab changes to the Application Charges tab. 3 Click the Charge button. The Create Charge screen appears. 4 Complete the screen, as needed: Date Category Date on which Voyager posts the charge to the general ledger. By default, this is today s date. Complete this field as instructed by your organization. 5 Click Submit. Screening Applicants and Occupants If your property is set up for Credit Check, you can send information about applicants and their occupants to applicant-screening agencies directly from Voyager. The agency analyzes the information and returns to you a report with a decision to either approve or deny the applicant. You can find the latest list of supported applicant-screening agencies on Yardi Client Central: From the Enterprise and Voyager Software Resources page, select Additional Resources > Technical Documentation > Available Interface Vendor List_Client.

87 Yardi Voyager Residential User s Guide 75 To screen an applicant and occupants If your property s screening agency is not compliant with Multifamily Information and Transactions Standards (MITS), some screens described in this procedure may differ. For more information, contact Yardi technical support. 1 If not already open, open the guest card of the applicant that you want to screen. For more information, see Reviewing Guest Cards on page Click the Credit Check button on the top part of the screen. The Screening screen appears. 3 Complete the screen. For more information, see Screening Screen Reference on page Click Save. 5 If you want to include an occupant in the screening: a From the Applicants menu on the top part of the screen, select the occupant. b Complete the screen. For more information, see Screening Screen Reference on page 76. c Click Save. 6 If you want to exclude an occupant from the screening: a b c From the Applicants menu on the top part of the screen, select the occupant. In the Active (Include with Request) field, select No. Click Save. 7 Click the Reporting Options tab. 8 In the Report field, select the report that you want to receive from the applicant-screening agency. 9 Click the Select button in the row corresponding to the report that you want to receive. The Credit Check Login [Agency] screen appears. 10 Complete the screen and click Login. The report from your applicant-screening agency appears. For more information, contact Yardi technical support.

88 76 Chapter 3: New Leases Screening Screen Reference Top Part of Screen Voyager completes the Report ID, Report Date, Recommendation, Application Decision, and Credit Card Report Status fields after you receive the report from the agency. Report Date Recommendation Application Decision Photo ID has been verified and a signed consent form has been obtained for this Application/Guarantor Active (Include with Request) Applicant Type Spouse/Partner Of (This field is not editable) Date on which the last report was received. (This field is not editable) Recommendation message from the agency. (This field is not editable) Agency s decision to either approve or deny the applicant. NOTE If you have the proper permissions, you can reverse this decision when you approve or deny the applicant. If your property has received a verified photo ID and a signed screening consent form from the applicant or occupant, select Yes. Otherwise, select No. Select Yes. NOTE If you want to exclude an occupant from the screening, select No. Do not complete any other fields on the screen. Complete this field as instructed by your applicant-screening agency. NOTE If you select the Guarantor option, you can complete the Guarantor For field. If an applicant and occupant are spouses or partners, select the other person for each person. For example, if the applicant John Smith is the spouse of occupant Sarah Smith, select Sarah Smith in the Spouse/Partner Of field on the Credit Check screen for John Smith and select John Smith in the Spouse/Partner Of field on the Credit Check screen for Sarah Smith.

89 Yardi Voyager Residential User s Guide 77 Guarantor For Current Rent Issuing State/Province (This field is editable only if you select the Guarantor option in the Applicant Type field) People for whom the guarantor is responsible. Amount that the person will pay for monthly rent, not including leasing specials. State or province that issued the person s driver license. Address Info Tab Unparsed Street Address Person s complete street address. Use standard street-suffix abbreviations (for example: 1452 State St.). NOTE If you want Voyager to complete the Street Number, Street Name, and Street Type fields, complete this field, then click the Parse button. Street Number Street number (for example: 1452). Street Name Street Type Street name (for example: State). Standard street-suffix abbreviation (for example: ST). Denying, Canceling, and Re-applying Applicants When applicants do not meet your organization s requirements, you must deny them. Then, post deposit accounting for them and generate move-out statements and denial letters. If an applicant no longer wants to apply, you must cancel the applicant. Later, if a canceled or denied applicant wants to re-apply, you can re-apply the applicant. Voyager remembers all information about a denied or canceled applicant, except for reserved rentable items. This section includes the following procedures: To deny an applicant To cancel an applicant To resubmit a canceled or denied applicant

90 78 Chapter 3: New Leases To deny an applicant 1 If not already open, open the guest card of the applicant that you want to deny. For more information, see Reviewing Guest Cards on page If the Application Status tab is not already open, click Application Status on the Leasing Steps menu. The current tab changes to the Application Status tab. 3 Click the Deny button. The Denying: [Prospect] screen for the applicant appears. 4 Complete the screen: Date Agent Reason Date of the denial. By default, this is today s date. This date cannot be earlier than the application submission date or later than the preferred move-in date. Your name, or the name of the agent who denied the applicant. By default, this is the agent selected in the Agent field on the Prospect Guest Card screen. For information about setting up the options in this field, see Adding Leasing Agents on page 5. Reason for the denial. For information about setting up the options in this field, see Adding Reasons on page 9. 5 Click Save. 6 If confirmation message appears, click OK. 7 If you want to generate the applicant s move-out statement, click the Moveout Stmt button. The Move-Out Statement report appears. 8 If you want to post deposit accounting for the applicant, click the Dep Acctg button. The Cancel Future Move-In screen appears. For more information, see Posting Deposit Accounting on page 166.

91 Yardi Voyager Residential User s Guide 79 To cancel an applicant 1 If not already open, open the guest card of the applicant that you want to cancel. For more information, see Reviewing Guest Cards on page If the Application Status tab is not already open, click Application Status on the Leasing Steps menu. The current tab changes to the Application Status tab. 3 Click the Cancel button. The Canceling: [Prospect] screen for the applicant appears. 4 Complete the screen: Date Agent Reason Date of the cancellation. By default, this is today s date. This date cannot be earlier than the application submission date or later than the preferred move-in date. Your name, or the name of the agent who canceled the applicant. By default, this is the agent selected in the Agent field on the Prospect Guest Card screen. For information about setting up the options in this field, see Adding Leasing Agents on page 5. Reason for the cancellation. For information about setting up the options in this field, see Adding Reasons on page 9. 5 Click Save.

92 80 Chapter 3: New Leases To resubmit a canceled or denied applicant 1 If not already open, open the guest card of the canceled or denied applicant that you want to reapply. For more information, see Reviewing Guest Cards on page On the Leasing Steps menu, click Preferences. The current tab changes to the Preferences tab. 3 In the Expected Move-In field, type the new date on which the applicant expects to move into the property. 4 On the Leasing Steps menu, click Application Status. The Preferences tab changes to the Application Status tab. 5 Click the Re-Apply button. 6 Complete the screen: Date Agent Date of the re-application. By default, this is today s date. This date cannot be earlier than the application submission date or later than the preferred move-in date. Your name, or the name of the agent who re-applied the applicant. By default, this is the agent selected in the Agent field on the Prospect Guest Card screen. For information about setting up the options in this field, see Adding Leasing Agents on page 5. 7 Click Save.

93 Yardi Voyager Residential User s Guide 81 Executing Leases After approving an applicant, you must execute the applicant s lease. When you do this, the prospect changes to a future resident. You will no longer be able to edit the former applicant s guest card, but you can review it from the resident s record. For information about posting move-ins for future resident, see Posting Move-Ins on page 88. To execute an applicant s lease 1 If not already open, open the guest card of the applicant whose lease you want to execute. For more information, see Reviewing Guest Cards on page On the Leasing Steps menu, click Application Status. The current tab changes to the Application Status tab. 3 Click the Execute Lease button. The Lease Sign screen appears. 4 Complete the screen: Date Agent Date of the lease execution. By default, this is today s date. This date cannot be earlier than the approval date or later than the preferred move-in date. Your name, or the name of the agent who executed the lease. By default, this is the agent selected in the Agent field on the Prospect Guest Card screen. For information about setting up the options in this field, see Adding Leasing Agents on page 5. 5 Click Save.

94 82 Chapter 3: New Leases

95 83 CHAPTER 4 Move-Ins and Transfers In this chapter: Move-Ins and Transfers Overview Move-Ins and Transfers Navigation Move-In Procedures Transfer Procedures This chapter describes how to move in and transfer residents. Move-Ins and Transfers Overview After you execute an applicant s lease, the prospect becomes a future resident. When the resident is ready to occupy the unit, you must post a move-in for the resident. You can post move-ins for one or more residents at a time. Once you post a resident s move-in, the resident becomes a current resident. If a current resident wants to move into a different unit, you can transfer the resident. A transfer copies a resident s information to a new record associated with a new unit. Move-Ins and Transfers Navigation Task Post a move-in batch Review, edit, or delete a move-in batch Process a transfer Navigation Residents > Move-In Functions > Add Move-In Batch Residents > Move-In Functions > Review Move-In Batch Residents > Transfer Unit

96 84 Chapter 4: Move-Ins and Transfers Move-In Procedures In this section: Assigning Units Adjusting Move-In Dates Canceling Move-Ins Posting Move-Ins Posting Move-In Batches Reviewing, Editing, and Deleting Move-In Batches Reversing Move-Ins This section describes how to move residents into units. There are two methods by which you can post move-ins for residents: move-ins and move-in batches. Move-ins are for one resident only. Move-in batches are for multiple residents across properties. Assigning Units If a future resident s unit is no longer available, or if the resident wants to move into a different unit at the same property, you can assign the resident to a different unit. When you do this, Voyager removes the resident s leasing specials, changes the resident s monthly rent amount to that of the new unit s market-rent amount, and updates the appropriate resident and resident history records. Perform this procedure only for future residents. If you want to change a current resident s unit, you must transfer the resident. For more information, see Processing Transfers on page 94. To assign a future resident to a different unit 1 On the dashboard, click the Person Search tab. 2 Complete the tab, as needed. 3 Click Search. A table of matching people appears to the right of the tab. 4 Click the name of the resident that you want to assign to a new unit. The Resident screen appears. 5 On the Functions menu, click Assign Unit. The Assign Unit screen appears.

97 Yardi Voyager Residential User s Guide 85 6 If a warning message appears, notifying you that leasing specials will be removed, click OK. 7 Complete the screen. For information about the fields on this screen, see Assign Unit Screen Reference on page Click Post. Assign Unit Screen Reference New Unit Lease-From Date Term (# of months) Lease-To Date Move-In Date New unit to which you want to assign the future resident. You can select from all units or from only available units. You cannot select a unit that has been reserved for another future resident. Date on which the future resident s lease begins. By default, this is the future resident s expected move-in date. This date cannot be earlier than the move-out date of the resident that currently occupies the unit. Number of months in the lease term. NOTE By default, this is the number specified in the Normal Lease Term field on the Property Control screen for the property. For information about editing this field, see Property Defaults in the Voyager User Interface and Common Procedures Guide. Date on which the future resident s lease expires. Voyager completes this field based on the option specified in the Rounding Lease Term field on the Property Setup screen. For information about editing the Rounding Lease Term field, see Property Defaults in the Voyager User Interface and Common Procedures Guide. Date on which the resident moves into the unit. By default, this is the future resident s expected move-in date. This date cannot be earlier than the move-out date of the resident that currently occupies the unit. Adjusting Move-In Dates If a resident wants to move into a unit later or earlier than expected, you can adjust the resident s move-in date. When you do this, Voyager changes the resident s move-in date to the new date and updates the appropriate resident and resident history records. Perform this procedure if you want to record a new move-in date without posting a move-in for the resident. You can perform this procedure only for future residents.

98 86 Chapter 4: Move-Ins and Transfers To adjust a future resident s move-in date 1 In the Resident Activity section on the dashboard, click the number next to Move In. The Move In [Today s Date] tab appears. 2 Click the Adjust Dates button in the row corresponding to the resident whose move-in date you want to adjust. The Adjust Move-In Dates screen appears. 3 Complete the screen. For information about the fields on this screen, see Adjust Move-In Dates Screen Reference on page Click Post. Adjust Move-In Dates Screen Reference Move-In Date Lease-From Date Term (# of months) Lease-To Date Date on which the future resident anticipates moving into the unit. By default, this is the resident s expected move-in date. This date cannot be earlier than the move-out date of the resident that currently occupies the unit. Date on which the future resident s lease begins. By default, this is the future resident s expected move-in date. This date cannot be earlier than the move-out date of the resident that currently occupies the unit. Number of months in the lease term. NOTE By default, this is the number specified in the Normal Lease Term field on the Property Control screen for the property. For information about editing this field, see Property Defaults in the Voyager User Interface and Common Procedures Guide. Date on which the future resident s lease expires. Voyager completes this field based on the option specified in the Rounding Lease Term field on the Property Setup screen. For information about editing the Rounding Lease Term field, see Property Defaults in the Voyager User Interface and Common Procedures Guide.

99 Yardi Voyager Residential User s Guide 87 Canceling Move-Ins If a future resident no longer wants to move into your property, you can cancel the resident s move-in. When you do this, Voyager converts the resident back to a prospect with a Canceled status and updates the appropriate history records. You can perform deposit accounting for the prospect after you cancel the move-in. For more information, see Posting Deposit Accounting on page 166. Voyager releases reserved rentable items when you cancel a move-in. If the prospect wants to re-apply, you must reserve rentable items again. For more information, see Reviewing and Editing Rental Options on page 65. To cancel a future resident s move-in 1 On the dashboard, click the Person Search tab. 2 Complete the tab, as needed, and click Search. 3 Click the name of the resident whose move-in you want to cancel. The Resident screen appears. 4 On the Functions menu, click Cancel Move-In. The Cancel Future Move-In screen appears. 5 Complete the screen, as needed: Cancel Date Reason Agent Date of the cancellation. By default, this is today s date. Reason for the cancellation. For information about setting up the options in this field, see Adding Reasons on page 9. Your name, or the name of the agent who canceled the resident s move-in. For information about setting up the options in this field, see Adding Leasing Agents on page 5. 6 Click Submit.

100 88 Chapter 4: Move-Ins and Transfers Posting Move-Ins If you want to move in only one future resident at a time, you can post a move-in for each resident. Once you do this, Voyager changes the future resident s status to Current and updates the appropriate resident and resident history records. To post a move-in for a resident 1 In the Resident Activity section on the dashboard, click the number next to Move In. The Move In [Today s Date] tab appears. 2 Click the Move In button in the row corresponding to the resident that you want to move in. The Move In screen appears. 3 Complete the screen. For information about the fields on this screen, see Move-In Screen Reference on page Click Save, then click Post. Move-In Screen Reference Lease Dates Section Move-In Lease-From Term Lease-To Resident s expected move-in date. This date cannot be earlier than the move-out date of the resident that currently occupies the unit, or later than today s date. Date on which the resident s lease begins. By default, this is the resident s expected move-in date. Number of months in the lease term. NOTE By default, this is the number specified in the Normal Lease Term field on the Property Control screen for the property. For information about editing this field, see Property Defaults in the Voyager User Interface and Common Procedures Guide. Date on which the future resident s lease expires. Voyager completes this field based on the option specified in the Rounding Lease Term field on the Property Setup screen. For information about editing the Rounding Lease Term field, see Property Defaults in the Voyager User Interface and Common Procedures Guide.

101 Yardi Voyager Residential User s Guide 89 Lease Charges Spreadsheet The Lease Charges spreadsheet displays the following kinds of charges: Regular lease charges, deposits, and fees, which are set up at the unit-type level. For more information, see Reviewing and Editing Unit Types in the Voyager User Interface and Common Procedures Guide. Rentable items that were reserved when the future resident was a prospect. For more information, see Reviewing and Editing Rental Options on page 65. Concessions (leasing specials) that were selected when the future resident was a prospect. For more information, see Reviewing and Editing Leasing Specials for Prospects and Applicants on page 66. Select Rentable Item Code Lease Amount Move-In Amount Applies the charge to the resident. If the charge is associated with a rentable item, this is the code for that item. Monthly amount of the charge, beginning on the first of the next month. Amount of the charge at move-in. Typically, this is the monthly amount of the charge divided by the number of days in the current month, multiplied by the number of days that remain in the current month. Posting Move-In Batches If you want to move in many future residents at the same time, you can add them to a move-in batch. When you post a move-in batch, Voyager posts move-ins for the residents, changes the residents statuses to Current, and updates the appropriate resident and resident history records. After you post a move-in batch, you may add more residents and edit their move-in details, provided you do not exit the batch. As long as the batch contains residents whose move-ins have not been posted, you can save the batch and post it later. For more information, see Reviewing, Editing, and Deleting Move-In Batches on page 91.

102 90 Chapter 4: Move-Ins and Transfers To post a move-in batch 1 From the side menu, select Residents > Move-In Functions > Add Move-In Batch. The Create Bulk Move-In Batch screen appears. 2 Complete the screen: Move-In Lease-From Limits the batch to future residents with expected move-in dates within this range of dates. If you want to specify only an earliest or a latest date, do not complete the field for the other date. Limits the batch to future residents with lease-from dates within this range of dates. If you want to specify only an earliest or a latest date, do not complete the field for the other date. 3 Click Submit. The Bulk Move-In Batch screen appears. 4 Complete the top part of the screen. 5 If you want to add a resident to the batch: a b c Click the Add Resident link. The Add Resident screen appears. Click the resident that you want to add to the batch. Click OK.

103 Yardi Voyager Residential User s Guide 91 6 If you want to review or edit a resident s move-in details or post a resident s move-in: a b c d Click the Detail button in the row corresponding to that resident. The Move-In screen appears. Edit as needed. For information about the fields on this screen, see Move-In Screen Reference on page 88. If you made any changes, click Save. If you want to post the resident s move-in now, click Post. 7 On the Bulk Move-In Batch screen, clear the Select check box in the row corresponding to each resident for whom you do not want to post a move-in. If you want to post a move-in for only one or a few of the residents, click the Deselect All button and then select the Select check box in the row corresponding to each resident that you want to include. 8 Click Save. Any residents for whom you do not want to post a move-in disappear from the table. 9 Click Post. Reviewing, Editing, and Deleting Move-In Batches As long as a move-in batch contains residents whose move-ins have not been posted, you can save the batch and post it later. When you review the batch, you can delete it, add new residents, or edit residents move-in details. To review, edit, or delete a move-in batch 1 From the side menu, select Residents > Move-In Functions > Review Move-In Batch. The Review Move-In Batch filter appears. 2 Complete the filter, as needed, and click Submit. The Bulk Move-In Batch screen appears. 3 If you want to delete the batch, click Delete. 4 If you want to edit the batch: a b Edit as needed. For information about the fields on this screen, see Posting Move-In Batches on page 89. If you made any changes, click Save.

104 92 Chapter 4: Move-Ins and Transfers Reversing Move-Ins Reverse a resident s move-in if the move-in was posted and you need to perform any of the following procedures: Assign a resident to a new unit. For more information, see Assigning Units on page 84. Adjust a resident s move-in date. For more information, see Adjusting Move-In Dates on page 85. Cancel a resident s move-in. For more information, see Canceling Move-Ins on page 87. When you reverse a resident s move-in, Voyager changes the resident s status to Future and updates the appropriate resident and resident history records. You can then perform the required procedures. To reverse a resident s move-in 1 On the dashboard, click the Person Search tab. 2 Complete the tab and click Search. A table of matching prospects and residents appears to the right of the tab. 3 Click the name of the resident whose move-in you want to reverse. The Resident screen appears. 4 On the Functions menu, click Reverse Move-In. The Undo Move-In screen appears. 5 In the Date field, type the date on which you want to reverse the move-in. 6 Click Submit.

105 Yardi Voyager Residential User s Guide 93 Transfer Procedures In this section: Processing Transfers Reviewing, Editing, and Canceling Unposted Transfers This section describes how to transfer current residents to different units. If a current resident wants to move into a different unit, you can transfer the resident to a different unit. If you manage multiple properties, you can transfer the resident to a unit on another property. Typically, transfer procedures occur in the following order: You can perform these and related procedures on the Unit Transfers [Today s Date] tab on the dashboard. For more information, see Viewing Transfers on page The resident submits a transfer notice to you. 2 You process the transfer. 3 Voyager changes the original resident code to the next available code and the original resident status to Notice. 4 Voyager creates a new resident record with the original resident code and a status of Future. 5 Depending on the procedures that you performed during the transfer process: Voyager adds custom data to the new resident record. Voyager adds roommates to the new resident record. Voyager adds rentable items to the new resident record. 6 Voyager updates history tables on both resident records. 7 You move the original resident out of the original unit. 8 You post deposit accounting for the original resident record. If you included the security-deposit balance in the transfer, Voyager transfers the original resident s security-deposit balance to the new resident record. 9 You move the new resident into the new unit. If the original resident has lease charges that are set up to be paid with EFT or by credit card, you must set up the new resident to pay those charges with EFT or by credit card. For more information, see the Voyager Electronic Payment Processing User s Guide.

106 94 Chapter 4: Move-Ins and Transfers Processing Transfers After you receive a transfer notice from a resident, you can process the transfer in Voyager. Processing a transfer includes the following procedures: 1 Adding a transfer and selecting transfer options. Transfer options include the resident s move-out date, reason for transferring, new lease information, and any custom data. 2 Selecting roommates to transfer (optional). If the resident will have new roommates, you can add them directly to the new record. 3 Selecting rentable items and service charges to transfer (optional). If the resident wants to reserve new rentable items or select new service charges, you can add them directly to the new record. 4 Posting the transfer. You do not need to finish processing a transfer at one time; Voyager saves the transfer after you complete each procedure so that you can exit Voyager and resume processing the transfer later. For more information, see Reviewing, Editing, and Canceling Unposted Transfers on page 99. To process a transfer 1 From the side menu, select Residents > Transfer Unit. The Transfer Unit filter appears. 2 Complete the filter. For information about the fields on this filter, see Transfer Unit Filter Reference on page Click Submit. The Transfer Unit screen appears.

107 Yardi Voyager Residential User s Guide 95 4 If you want to transfer the resident s custom data to the new record: Some fields in the Custom Data section appear only if your database is set up for specific custom data. For more information, contact your system administrator. a b In the table in the Custom Data section, select the Transfer check box in the row corresponding to each custom table that you want to transfer. If you want transfer the resident s outstanding security-deposit balance, select the Include Security-Deposit Balance in Transfer check box. Do not select this check box if you are transferring the resident to another property, or if the Transfer Security- Deposit Balance field on the Property Control screen is set to No. For information about editing the Transfer Security-Deposit Balance field, see Property Defaults in the Voyager User Interface and Common Procedures Guide. c d If you want to transfer the resident s EFT accounts, select the Copy EFT Bank Setup check box. If you want to transfer the resident s credit-card information, select the Copy Credit Setup check box. 5 Complete the screen. For more information, see Transfer Unit Screen Reference on page Click Next. 7 If a warning message appears at the top of the screen, notifying you that the minimum number of days notice is required, click Next. Voyager saves the transfer. The Existing and Proposed Roommates section appears. 8 If you want to add a new roommate to the resident: a Click the New Record button. The Add Roommates screen appears. b c Complete the screen. For information about the fields on this screen, see Add Roommates Screen Reference on page 98. Click Save. The new roommate appears in the table. 9 Select the Transfer check box in the row corresponding to each roommate that you want to transfer with the resident.

108 96 Chapter 4: Move-Ins and Transfers 10 Click Next. Voyager saves the transfer. The Exiting and Proposed Rentable Items and Add Rentable Items sections appear. 11 If you want to add a rentable item or service charge from the property where the new unit is located, click the Add button in the Add Rentable Items table in the row corresponding to that item. The item appears in the Existing and Proposed Rentable Items table. 12 In the Existing and Proposed Rentable Items table, select the Transfer check box in the row corresponding to each item or charge that you want to transfer. 13 Click Next. Voyager saves the transfer. The Summary Information, Existing Lease Information, and Other Details sections appear. 14 Click the Post Transfer button.

109 Yardi Voyager Residential User s Guide 97 Transfer Unit Filter Reference Property Unit To Property To Unit Notice-of-Transfer Date Property where the resident s current unit is located. Resident s current unit. Property where the new unit is located. If the new unit is on the same property as that of the current unit, select that property. Resident s new unit. You can select only from available units. Date on which the resident sent a transfer notice. This date cannot be later than today s date. Transfer Unit Screen Reference Existing Lease Information Section Intended Move-Out Date Notice-of-Transfer Date Transfer Reason Date on which the resident intends to move out of the current unit. By default, this is the date specified in the Notice-of-Transfer Date field. Date on which the resident sent a transfer notice. This date cannot be after today s date. Reason for the transfer. Your system administrator sets up the options for this field.

110 98 Chapter 4: Move-Ins and Transfers New Lease Information Section Lease-From Date Term Lease-To New Rent New Move-In Date Date on which the resident s new lease begins. By default, this is the date specified in the Noticeof-Transfer Date field. Number of months in the lease term. By default, this is the number specified in the Normal Lease Term field on the Property Setup screen. Date on which the resident s new lease expires. Voyager completes this field based on the option specified in the Rounding Lease Term field on the Property Setup screen. For information about editing the Rounding Lease Term field, see Property Defaults in the Voyager User Interface and Common Procedures Guide. Amount that the resident will pay for monthly rent on the new lease. By default, this is the amount specified in the Unit Rent field on the Unit screen. Date on which the resident will move into the new unit. By default, this is the date specified in the Notice-of-Transfer Date field. This date cannot be before the resident s current lease expires or the date on which the new unit becomes available. Add Roommates Screen Reference Move-In Move-Out Relationship Lessee I choose to opt out of ARC check conversions; do not scan my checks Date on which the new roommate moves into the unit with the resident. By default, this is the date specified in the Notice of Transfer Date field on the Transfer Unit filter. Date on which the new roommate will move out of the unit. If the new roommate does not have an expected move-out date, leave this field empty. Roommate s relationship to the resident. Your system administrator sets up options for this field. Occupant is financially responsible for the unit. You can configure certain generated documents to display only occupants who are lessees. For more information, contact Yardi technical support. Roommate does not want their checks scanned and processed electronically. This field applies only to roommates who pay their charges with EFT using the ACH batch file format. For more information, contact Yardi technical support.

111 Reviewing, Editing, and Canceling Unposted Transfers Yardi Voyager Residential User s Guide 99 If you do not finish processing a transfer at one time, you can review the transfer and resume processing it. For example, a resident might submit a transfer notice but still need to decide whether they want to keep their existing rentable items or reserve new ones. First, you would add the transfer without selecting rentable items. Then, when the resident notifies you of their decision, you would review the transfer in order to select the appropriate rentable items and post the transfer. You can change the unit to which the resident is transferring, as long as that unit is at the same property as the unit to which the resident was transferring. If the resident no longer wants to move into the new unit, you can cancel the transfer any time before you post the transfer. If you have posted the transfer and the resident no longer wants to move into the new unit, you must cancel both the new resident s move-in and the original resident s notice. For more information, contact Yardi technical support. To review, edit, or cancel an unposted transfer 1 In the Unit Statistics section on the dashboard, click the number next to Unit Transfers. The Unit Transfers [Today s Date] tab appears. 2 Click the In-Progress Transfers button in the row corresponding to the transfer that you want to review. The Transfer Unit screen appears.

112 100 Chapter 4: Move-Ins and Transfers 3 If you want to cancel the transfer, click Cancel. 4 If you want to change the unit that the resident is transferring to: a Click the Change Units button. The Transfer Unit filter appears. b c In the To Unit field, select the resident s new unit. Click Submit. The Transfer Unit screen appears. 5 If you want to edit the resident s transfer options: a On the Transfer Unit menu, click Options. The Existing Lease Information, New Lease Information, and Custom Data sections appear. b Edit as needed. For more information, see Processing Transfers on page 94. c Click the Next button. Voyager saves the transfer. The Existing and Proposed Roommates section appears. 6 If you want to edit the roommates that are transferring with the resident: a On the Transfer Unit menu, click Roommates. The Existing and Proposed Roommates section appears. b Edit as needed. For more information, see Processing Transfers on page 94. c Click the Next button. Voyager saves the transfer. The Exiting and Proposed Rentable Items and Add Rentable Items sections appear. 7 If you want to edit the rentable items and service charges that are transferring with the resident: a On the Transfer Unit menu, click Rentable Items. The Exiting and Proposed Rentable Items and Add Rentable Items sections appear. b Edit as needed. For more information, see Processing Transfers on page 94. c Click the Next button. Voyager saves the transfer. The Summary Information, Existing Lease Information, and Other Details sections appear.

113 Yardi Voyager Residential User s Guide If you want to post the transfer: a Click the Finish button. Voyager saves the transfer. The Summary Information, Existing Lease Information, and Other Details sections appear. b Click the Post Transfer button.

114 102 Chapter 4: Move-Ins and Transfers

115 103 CHAPTER 5 Residents In this chapter: Residents Overview Residents Navigation Record Procedures Charge Procedures Procedures This chapter describes how to review resident records, add charges to residents, and residents. Residents Overview While a resident occupies a unit, you may need to review or update their information, apply charges to their ledgers, or them. You can perform these procedures from the resident s record. A resident record contains all available information about a resident, including contact, lease, and deposit-interest information; late-fee settings; the resident s application form; transactions; and event history. Residents Navigation Task Review or edit a resident record Add a lease charge to multiple residents Review, edit, or delete a resident s lease charge Post late fees for a property in Chicago Navigation Residents > Find Resident Residents > Resident Setup > Quick Lease Charges Residents > Review Lease Charges Charges > Post Chicago Late Fee

116 104 Chapter 5: Residents Record Procedures In this section: Reviewing and Editing Resident Records Adding Roommates Reviewing and Editing Roommates Reviewing and Editing Application Forms Reviewing Resident Ledgers Reviewing Outstanding Charges Reviewing Resident History This section describes how to review and edit information stored in resident records. Reviewing and Editing Resident Records You can edit a resident record at any time. Depending on the resident s status, you may not be able to access certain screens or perform certain procedures. To review or edit a resident record 1 From the side menu, select Residents > Find Resident. The Resident filter appears. 2 Complete the filter, as needed: Telephone Nos. Lease Expires Resident s office or home phone number. Type only numbers; do not use spaces or special characters. Limits results to residents whose leases expire within this date range. 3 Click Submit. The Resident screen appears. 4 Edit as needed. For information about the fields on this screen, see Resident Screen Reference on page If you made any changes, click Save.

117 Yardi Voyager Residential User s Guide 105 Resident Screen Reference Property Info Section Prospect Status Payment Method Payable Method Resident s prospect code. If you want to view the resident s guest card, click the code. (Do not edit this field) Method by which you can receive payments from the resident: Do not accept You cannot accept payments from the resident. Select this option if the resident is evicted or involved in a legal process. Cash Equiv You can only accept cash payments from the resident. Select this option if the resident has exceeded the maximum allowed number of Not Sufficient Funds (NSF) checks. Method by which you can pay the resident: Check You can pay the resident by check. ACH/EFT You can pay the resident by electronic funds transfer (EFT). Payments are sent to the resident s default EFT account. For more information, see Setting Up Payees to Receive Payments with EFT in the Voyager Electronic Payment Processing User s Guide. Lease Information Section on Lease Info Tab Mkt. Rent Rent (This field is not editable) Market rent of the resident s unit, as specified in the Unit Rent field on the Unit screen. For information about changing the unit s market rent, see Increasing Market Rent for Units and Unit Types on page 186. (Do not edit this field) Total amount of the resident s lease charges with the Rent type. Voyager automatically updates this field every month. For information about changing the resident s monthly rent amount, see Increasing Monthly Rent for Residents on page 117.

118 106 Chapter 5: Residents Due Day Day of the month on which rent is due for the resident. By default, this is day 1. Other Charges Move-In Total Charges Lease-Sign Notice Lease-From Move-Out Lease-To Lease Desc Last Renewal Responsibility Date (Do not edit this field) Total amount of the resident s lease charges with types other than the Rent type. Voyager automatically updates this field every month. (Do not edit this field) Resident s move-in date. For information about adjusting this date, see Adjusting Move-In Dates on page 85. (This field is not editable) Sum of the values in the Rent and the Other Charges fields. (Do not edit this field) Date on which the resident signed the lease. (Do not edit this field) Date on which the resident s notice was posted. (Do not edit this field) Date on which the resident s lease begins. (Do not edit this field) Resident s move-out date. For information about adjusting this date, see Adjusting Move-Out Dates on page 161. (Do not edit this field) Date on which the resident s lease expires. For information about adjusting this date, see Adjusting Lease Expiration Dates on page 149. Complete this field as instructed by your organization. (Do not edit this field) Date on which the lease was last renewed. Date through which the resident is responsible for paying rent. If an early termination is posted for the resident, Voyager prorates the resident s monthly rent to this date and then excludes the resident from future monthly posting. If you leave this field empty, Voyager prorates rent to the resident s move-out date. For more information, see Posting Notices on page 154.

119 Yardi Voyager Residential User s Guide 107 Late Fee Section on Lease Info Tab Base Amount Type 2nd % Type Max % Type When you complete the Late Fee section on the Property Control screen, those property-level settings are transferred to all residents at the property. You can then edit the Late Fee section on the Resident screen in order to override the property-level settings with resident-level settings. If you edit the Late Fee section on the Resident screen and then edit the Late Fee section on the Property Control screen, the property-level settings will replace the resident-level settings; therefore, edit only the Late Fee section for a resident after you have completed the Late Fee section for the resident s property. Base Amount Base Amount Type Grace Period 2nd % 2nd % Type 2nd Grace Max % Amount or percentage of the base late fee. Method by which Voyager calculates the base fee amount: % Owed Total Percentage of the resident s applicable outstanding charges. % Monthly Rent Percentage of the resident s lease charges with the type of Rent. Flat Amount Flat amount. % Owed Month Percentage of the resident s applicable outstanding charges during the current rental period. Number of days that a resident is permitted to pay a charge after it is posted without incurring the base late fee. Amount or percentage of the additional fee, if applicable. Method by which Voyager calculates the additional fee amount: % Owed Total Percentage of the resident s applicable outstanding charges. % Monthly Rent Percentage of the resident s lease charges with the type of Rent. Flat Amount Flat amount. % Owed Month Percentage of the resident s applicable outstanding charges during the current rental period. Number of days that a resident is permitted to pay a charge after it is posted without incurring the additional fee. Make this period longer than the period specified in the Grace Period field. Maximum amount or percentage of the late fee, including the base fee and, if applicable, the second base fee. If Voyager calculates a late fee that exceeds this amount, this amount is used instead of the calculated amount.

120 108 Chapter 5: Residents Max % Type $/day Max # of Days Minimum Due Method by which Voyager calculates the maximum fee amount: % Owed Total Percentage of the resident s applicable outstanding charges. % Monthly Rent Percentage of the resident s lease charges with the type of Rent. Flat Amount Flat amount. % Owed Month Percentage of the resident s applicable outstanding charges during the current rental period. Flat amount that you want to charge the resident for each day that payments are late after the end of the first grace period, if applicable. Maximum number of days after the end of the first grace period for which you want to charge resident the per-day fee. Minimum amount the resident owes in late charges before late fees are applied. Deposit Info Tab The Deposit Info tab is used only with deposit-interest features in Voyager. Other Info Tab Your system administrator sets up most of the fields on the Other Info tab. Complete these fields as instructed by your organization. Bill To Tenant I choose to opt out of ARC check conversion; do not scan my checks If another resident, such as a property owner, pays for the resident s charges, select the resident to whom charges are applied. Charges will appear on that resident s ledger. The resident does not want their checks scanned and processed electronically. This field applies only to residents who pay their charges with EFT using the ACH batch file format. For more information, contact Yardi technical support.

121 Yardi Voyager Residential User s Guide 109 Adding Roommates Roommates are other people who occupy the unit or are financially responsible for the resident s unit. You can add roommates to a resident record at any time. To add a roommate to a resident record 1 If not already open, open the record of the resident to whom you want to add a roommate. For more information, see Reviewing and Editing Resident Records on page On the Data menu, click Roommates (#). The Roommate screen appears. 3 Click the New button. Voyager clears the fields. 4 Complete the screen. For more information, see Roommate Screen Reference on page Click Save. Roommate Screen Reference Your system administrator sets up most of the fields on the Roommate tab. Complete these fields as instructed by your organization. Lessee Occupant Type Roommate is financially responsible for the resident s unit. You can configure certain generated documents to display only occupants who are lessees. For more information, contact Yardi technical support. (This field is used only with Yardi Energy Solutions. For more information, see Reviewing and Editing Roommate Information in the Yardi Energy Solutions Voyager Residential User s Guide.)

122 110 Chapter 5: Residents Relationship I choose to opt out of ARC check conversions; do not scan my checks Roommate s relationship to the resident. Your system administrator sets up the options for this field. Roommate does not want their checks scanned and processed electronically. This field applies only to roommates who pay their charges with EFT using the ACH batch file format. For more information, contact Yardi technical support. Reviewing and Editing Roommates You can edit roommates from a resident record at any time. Although you cannot delete or post moveouts for roommates, you can for informational purposes specify their move-in and move-out dates. To review or edit a roommate from a resident record 1 If not already open, open the record of the resident whose roommate you want to review. For more information, see Reviewing and Editing Resident Records on page On the Data menu, click Roommates (#). The Roommate screen appears. 3 From the side menu, select the roommate whose record you want to review. 4 Edit as needed. For information about the fields on this screen, see Roommate Screen Reference on page If you made any changes, click Save.

123 Reviewing and Editing Application Forms Yardi Voyager Residential User s Guide 111 You can review or edit the application form that was completed in Voyager when a resident was a prospect. Any changes that you make will be for informational purposes only. To review or edit a resident s application form 1 If not already open, open the record of the resident whose application form you want to review. For more information, see Reviewing and Editing Resident Records on page On the Data menu, click Application Form. The resident s application form appears. 3 Edit as needed. 4 If you want to print the application form, click Print. 5 If you made any changes, click Save.

124 112 Chapter 5: Residents Reviewing Resident Ledgers You can view all transactions associated with a resident including charges, credits, payments, and balances by viewing the resident s ledger. To review a resident s ledger 1 If not already open, open the record of the resident whose ledger you want to review. For more information, see Reviewing and Editing Resident Records on page On the Reports menu, click Ledger. The Resident Ledger screen appears. Reviewing Outstanding Charges You can view all outstanding charges associated with a resident. To review a resident s outstanding charges 1 If not already open, open the record of the resident whose outstanding charges you want to review. For more information, see Reviewing and Editing Resident Records on page On the Reports menu, click Unpaid Charges. The Tenant Unpaid Charges screen appears.

125 Yardi Voyager Residential User s Guide 113 Reviewing Resident History A resident history record shows all events that have affected the resident s record such as move-ins, transfers, and rent changes as well as the resident s past, current, and proposed leases. To review a resident s history record 1 If not already open, open the record of the resident whose history record you want to review. For more information, see Reviewing and Editing Resident Records on page On the Data menu, click Resident History. The resident s history record appears.

126 114 Chapter 5: Residents Charge Procedures In this section: Adding Lease Charges to Residents Reviewing, Editing, and Deleting Lease Charges Increasing Monthly Rent for Residents Posting One-Time Charges Applying Deposits as Credits and Prepayments Posting Late Fees for Properties in Chicago This section describes how to add lease charges to residents, increase their monthly rent amounts, post one-time charges to their ledgers, and apply deposits to their outstanding charges. Lease Charges Lease charges are charges that Voyager adds to residents ledgers each time you post monthly charges. Typically, a resident will have multiple lease charges such as rent and cable. Most residents at a property will have the same types of lease charges, but their amounts may vary depending on their unit and rental options. You can add lease charges by performing one of the following procedures: Add a lease charge to the resident. Post a resident s move-in. Voyager automatically adds to the resident s ledger any lease charges that are specified on the unit-type record. One-Time Charges One-time charges are single charges to residents, such as repair or cleaning costs. Voyager adds onetime charges to residents ledgers after you post them. Adding Lease Charges to Residents You can add a lease charge to one or multiple residents. If you add a charge to multiple residents, you can specify the charge code, end-date, and amount for each resident. This section includes the following procedures: To add a lease charge to one resident To add a lease charge to multiple residents To add a lease charge to one resident 1 If not already open, open the resident record that you want to add a charge to. For more information, see Reviewing and Editing Resident Records on page On the Data menu, click Lease Charges. The Lease Charge screen appears.

127 Yardi Voyager Residential User s Guide Complete a row for each lease charge that you want to add to the resident. For information about the fields on this screen, see Lease Charge Screen Reference on page Click Save. Lease Charge Screen Reference Code Amount From Date To Date E-Pay Type Max/Mo Hold Charge code of the lease charge. Monthly amount of the charge. Date on which the charge begins. Date on which the charge ends. NOTE If the charge is for the duration of the resident s lease, leave this field empty. Determines if the resident pays the charge with EFT or credit card processing. ACH Pays the charge with the resident s default EFT account. Credit Card Pays the charge with the resident s default credit card. You must set up your database for Electronic Payment Processing before you can select an option in this field. For more information, see the Voyager Electronic Payment Processing User s Guide. This field is not used with Voyager Residential. Prevents the charge from being paid. If the resident is paying a charge with electronic funds transfer (EFT) or by credit card, you can click the Split button to allocate the amount of the lease charge amount to multiple EFT accounts or credit cards: For information about allocating lease charge amounts to multiple EFT accounts, see Allocating Recurring Charge Amounts to EFT Accounts in the Voyager Electronic Payment Processing User s Guide. For information about allocating lease charge amounts to multiple credit cards, see Allocating Recurring Charge Amounts to Credit Cards in the Voyager Electronic Payment Processing User s Guide.

128 116 Chapter 5: Residents To add a lease charge to multiple residents 1 From side menu, select Residents > Resident Setup > Quick Lease Charges. The Quick Lease Charges filter appears. 2 Complete the filter: Status Limits the residents to whom you add the lease charge by their status. 3 Click Submit. The Quick Lease Charges screen appears. 4 Complete a row for each resident record that you want to add a lease charge to. If you do not want to add the charge to a resident, leave the Amount field empty. 5 Click Post. Reviewing, Editing, and Deleting Lease Charges You can edit a resident s lease charges at any time. Any changes that you make will go into effect the next time that monthly charges are posted. To review, edit, or delete a resident s lease charge 1 From the side menu, select Residents > Review Lease Charges. The Resident Lease Charges filter appears. 2 Complete the filter and click Submit. The Lease Charge screen appears. 3 If you want to delete a lease charge, click the Delete button in the row corresponding to the charge. 4 Edit as needed. For information about the fields on this screen, see Lease Charge Screen Reference on page If you made any changes, click Save.

129 Yardi Voyager Residential User s Guide 117 Increasing Monthly Rent for Residents You can increase the amounts that multiple residents pay for monthly rent. When you do this, Voyager adds new rent lease-charges, expires the current rent lease-charges, and updates the appropriate resident records. For information about increasing a unit or unit type s market rent amount, see Chapter 10, Unit Pricing. To increase residents monthly rent amounts 1 From the side menu, select Residents > Resident Rent Increase. The Tenant Rent Increase filter appears. 2 In the Type field, select whether you want to increase monthly rent amounts by a flat amount or a percentage. 3 In the Increase Amount field, type the flat amount or percentage by which you want to increase the current monthly rent amounts. 4 Complete the rest of the filter. For information about the fields on this filter, see Tenant Rent Increase Filter Reference on page Click Submit. Tenant Rent Increase Filter Reference Unit Type Tenant Charge Code Rent Inc Limits the rent increase to residents occupying units with this type. Limits the increase to these residents. Charge code for monthly rent. Voyager increases all lease charges with this charge code by the specified amount. The month in which the new amounts begin.

130 118 Chapter 5: Residents Round to Lease Expires Months Since Last Inc Report Only Rounding method for the new amounts. Limits the increase to residents whose leases expire within this date range. If you want to specify only an earliest or a latest date, do not complete the field for the other date. Limits increase to residents whose monthly rent amounts were last increased before this number of months. For example, if today s date is July 1 and you want to increase rent only for residents whose monthly rent amounts were last increased on February 1 or earlier, type 5. Determines if Voyager increases rent: Yes Voyager only generates the Tenant Rent Increase report. No Voyager generates the Tenant Rent Increase report, creates new lease charges, and expires current lease charges. Posting One-Time Charges When you post a one-time charge, Voyager adds the charge to the resident s ledger immediately. The charge does not repeat. To post a one-time charge to a resident s ledger 1 If not already open, open the resident record that you want to add a one-time charge to. For more information, see Reviewing and Editing Resident Records on page On the Functions menu, click Charge. The Create Charge screen appears. 3 Complete the screen. 4 Click Submit.

131 Applying Deposits as Credits and Prepayments Yardi Voyager Residential User s Guide 119 If you want to use a resident s deposit funds to pay off a negative balance, you can apply the deposit as either a credit or a prepayment. Apply the deposit as a credit if the deposit amount is less than the amount of the resident s outstanding charges. Apply the deposit as a prepayment if the deposit amount is greater than the amount of the resident s outstanding charges. You can perform this procedure only for residents with statuses of Current or Notice. If a resident s status is Past, you can apply the resident s deposit to charges by posting deposit accounting for them. For more information, see Posting Deposit Accounting on page 166. To apply a resident s deposit as a credit or prepayment 1 If not already open, open the record of the resident whose deposit you want to apply. For more information, see Reviewing and Editing Resident Records on page On the Functions menu, click Apply Deposit. The Apply Deposit screen appears. 3 Complete the top part of the screen: Post Date Post Month Apply Process Date on which the credit is posted. By default, this is today s date. Month in which the credit is posted. By default, this is the current month. Method by which you want to apply the deposit: Standard Applies the deposit as a credit. The amount applied cannot be greater than the amount of outstanding charges. Prepaid Applies the deposit as a prepayment. The amount applied must be greater than the amount of outstanding charges. 4 In the Credit field in the row corresponding to the deposit, type the amount that you want to apply. 5 Click Post.

132 120 Chapter 5: Residents Posting Late Fees for Properties in Chicago This procedure describes how to post late fees for properties in the city of Chicago, IL. You can use Voyager Residential to calculate and post late fees in compliance with Chicago law: Residents with a total unpaid balance of less than or equal to $ pay a flat late fee of $ Residents with a total unpaid balance of more than $ pay a late fee of $ % of the unpaid balance over $ For example, a resident with a total unpaid balance of $ pays a late fee of $15.00 {$10.00 flat fee + [5% ($ $500.00)]}. Late fees apply only to the current month s unpaid balance. Before performing this procedure, open records for Chicago properties and clear all fields in the Late Fee section on the Property Control screen except for the Late Fee Code field. For more information, see Working with Property Records in the Voyager User Interface and Common Procedures Guide. You cannot perform this procedure more than once per month. Post late fees at the end of a month, before closing it. To post late fees for a property in Chicago 1 From the side menu, select Charges > Post Chicago Late Fee. The Chicago Late Fee filter appears. 2 Complete the filter: For Month Charge Date Report Only Month in which unpaid charges must be posted in order for Voyager to include them in the latefee calculation. This is also the month in which Voyager will post the late fees. Date on which you want to post the late fees. If you leave this field empty, Voyager uses today s date. Determines how Voyager creates the charges for late fees: Report Only Voyager only displays the charges on the screen. Post to Batch Voyager creates an unposted charge batch. Post to G/L Voyager posts the charges to residents ledgers. 3 Click Submit.

133 Yardi Voyager Residential User s Guide 121 Procedures In this section: Sending s Reviewing and Resending s This section describes how to residents in Voyager. Sending s Although you can address an to multiple recipients, this procedure is most appropriate if you want to only one resident. The message can start blank or be based on an template. For more information, see Adding Templates in the Voyager Contacts, Notifications, and Workflows User s Guide. To send an to a resident 1 If not already open, open the record of the resident that you want to send an . For more information, see Reviewing and Editing Resident Records on page On the Data menu, click . The for [Resident] screen appears. 3 If you want to use an template: a b In the Template field, select the template. Click Submit. 4 Complete the screen. If the Address field is empty, you must type an address. If you want to keep the address stored on the resident s record, you must edit the field on the resident s record. For more information, see Reviewing and Editing Resident Records on page 104.

134 122 Chapter 5: Residents 5 If you want to attach a file to the a Click the Attachments link on the bottom part of the screen. The File Attachment Upload screen appears. b c d e f Click Browse. The Choose File to Upload screen appears. Select the file that you want to attach, then click Open. On the File Attachment Upload screen, click Upload. Click Close. The file appears at the bottom of the for [Resident] screen. Select the Select check box in the row corresponding to the file. 6 Click Send. Reviewing and Resending s You can review or resend any that was sent to a resident from Voyager. To review or resend an sent to a resident 1 If not already open, open the record of the resident whose you want to review. For more information, see Reviewing and Editing Resident Records on page On the Data menu, click . The for [Resident] screen appears. 3 Click the History tab. 4 Click the View button in the row corresponding to the that you want to view. The screen appears. 5 If you want to resend the , click the Resend button. For more information, see Sending s on page 121.

135 123 CHAPTER 6 Lease Renewals In this chapter: Lease Renewals Overview Lease Renewals Navigation Basic Renewal Procedures Proposal-and-Approval Renewal Procedures Other Renewal Procedures This chapter describes how to renew residents leases. Lease Renewals Overview Typically, when a resident s lease is close to expiring, you must determine the resident s renewal options, based on current trends at your property and in the general multi-family housing market. You must then propose the options to the resident. When the resident selects an option, you must record the resident s selection and schedule a new lease based on it. On the day the new lease is scheduled, you must execute the lease. If you want to perform the above procedures in Voyager, you can set up your property for the proposal/approval renewal type. If you want to only execute new leases in Voyager and perform the other procedures as your organization requires, you can set up your property for the basic renewal type. Your property s renewal type is specified in the Lease Renewal Type field on the Property Control screen. For information about editing this field, see Property Defaults in the Voyager User Interface and Common Procedures Guide. Month-to-Month If your property permits residents to go on month-to-month rather than renew their leases, you can increase their rent amounts or add premiums to their monthly lease charges, depending on current trends and your organization s requirements. For more information, see Converting Leases to Monthto-Month on page 150.

136 124 Chapter 6: Lease Renewals Lease Renewals Navigation Task Renew leases with a lease proposal batch and a bulk approval Review, edit, or delete a lease proposal batch Review or edit a bulk approval Delete approved proposals Navigation Residents > Lease Renewal > Add Lease Proposal Batch Residents > Lease Renewal > Review Lease Proposal Batch Residents > Lease Renewal > Bulk Lease Approvals Residents > Lease Renewal > Delete Approved Lease Proposals Basic Renewal Procedures When you renew a resident s lease with a basic renewal, the new lease immediately replaces the current one. Voyager adds new lease charges, expires current leases charges, and updates the appropriate resident and resident history records. To renew a resident s lease with a basic renewal 1 If not already open, open the record of the resident whose lease you want to renew. For more information, see Reviewing and Editing Resident Records on page On the Functions menu, click Renew Lease. The Lease Renewal screen appears. If the Lease Proposal screen appears instead of the Lease Renewal screen, the property is set up for the proposal/approval renewal type. If you want to change to the basic renewal type, select Basic in the Lease Renewal Type field on the Property Control screen. For more information, see Property Defaults in the Voyager User Interface and Common Procedures Guide. 3 In the Type field, select whether you want to increase the resident s monthly rent by a flat amount or a percentage.

137 Yardi Voyager Residential User s Guide In the Increase Amount field, type the flat amount or pecentage by which you want to increase the current monthly rent amount, and press the TAB key. Voyager updates the New Rent field. You can change the new amount, as needed. For example, if the calculated percentage increase makes the new amount $1,001.12, you can round it to $1, Complete the screen: Lease-From Date Term (# of months) Lease-To Date Date on which the new lease begins. You can type a past, present, or future date. NOTE By default, If the current lease is still active, this is one day after the current lease expires. If the current lease has expired, this is today s date. Number of months in the lease term. By default, this is the number specified in the Normal Lease Term field on the Property Setup screen. For more information, see Property Defaults in the Voyager User Interface and Common Procedures Guide. Date on which the new lease expires. Voyager completes this field based on the option specified in the Rounding Lease Term field on the Property Setup screen. For information about editing the Rounding Lease Term field, see Property Defaults in the Voyager User Interface and Common Procedures Guide. 6 Click Save.

138 126 Chapter 6: Lease Renewals Proposal-and-Approval Renewal Procedures In this section: Renewing Leases with Lease Proposals and Approvals Renewing Leases with Lease Proposal Batches and Bulk Approvals Reviewing and Editing Lease Proposals Reviewing, Editing, and Deleting Lease Proposal Batches Reviewing and Editing Bulk Approvals Renewing Leases Selected in Yardi Portal Printing Lease Documents for Proposal and Approval Renewals Reviewing, Editing, and Canceling Proposed New Leases Deleting Approved Proposals This section describes how to renew residents leases with proposal/approval renewals. A lease proposal is a renewal option that a resident can select when their lease expires. A proposal includes a proposed monthly rent amount, lease charges, and leasing specials for a specific lease term. Typically, residents have one proposal for each lease term that is offered at the property. For example, if a property offers residents 6-month, 12-month, and 18-month leases, each resident will have three proposals. Some proposals allow residents to choose a lease term from a range of months (for example, a 7 12 month proposal). You can add as many proposals for a resident as needed, but you must approve proposals in order for residents to select them. If you want to prevent other users from approving a proposal, you can deny it. After you approve proposals, you present them to the resident (typically by sending a renewal letter). When the resident notifies you of their selection, you renew the resident s lease based on the selected proposal. The new lease is scheduled to be executed on the day it begins.

139 Renewing Leases with Lease Proposals and Approvals Yardi Voyager Residential User s Guide 127 If you need to review only one resident s lease at a time, you can use single lease proposals and approvals. Typically, procedures occur in the following order: 1 You add lease proposals for the resident. 2 You approve or deny the resident s proposals. 3 You generate a renewal letter, which shows the resident s approved proposals, and send it to the resident. For more information, see Generating Renewal Letters in the Voyager Residential Correspondence User s Guide. 4 The resident selects a proposal. 5 You renew the resident s lease using the selected proposal. For information about renewing the lease of a resident who selects a proposal in Yardi Portal, see Renewing Leases Selected in Yardi Portal on page You print lease documents for the resident to sign. 7 On the date that the new lease is scheduled to begin, Voyager adds new lease charges, expires old lease charges, and updates the appropriate resident and resident history record. To renew a lease with lease proposals and approvals 1 In the Resident Activity section on the dashboard, click the number next to Expiring Leases (120 days). The Expiring Leases (120 days) [Today s Date] tab appears. 2 Click the Renewal Workflow button in the row corresponding to the resident whose lease you want to renew. The Lease Proposal screen appears. If the Lease Renewal screen appears instead of the Lease Proposal screen, the property is set up for the basic renewal type. If you want to change to the proposal/approval renewal type, select Proposals/Approval in the Lease Renewal Type field on the Property Control screen. For more information, see Property Defaults in the Voyager User Interface and Common Procedures Guide.

140 128 Chapter 6: Lease Renewals 3 For each lease proposal that you want to add: a b c Click the Make New Proposal link. The Lease Proposal section and Lease Charges spreadsheet appear. Complete the Lease Proposal section. For more information, see Lease Proposal Screen Reference on page 129. Click Save. The Current Proposals for Resident [Resident] section appears. d If you want to edit the proposal s lease charges and leasing specials, click the Edit button in the row corresponding to the proposal. The Lease Proposal section and Lease Charges spreadsheet appear. For more information, see Reviewing and Editing Lease Proposals on page Click the Approve button in the row corresponding to each proposal that you want to approve. The Renew button becomes available in the row corresponding to approved proposals. 5 Click the Renew button in the row corresponding to the proposal that the resident selects. The Renew Lease screen appears. 6 Complete the screen. For more information, see Renew Lease Screen Reference on page Click Save.

141 Yardi Voyager Residential User s Guide 129 Lease Proposal Screen Reference Lease Proposal Section Lease-From Date Term (# of months) Lease-To Date Agent Date on which the proposed new lease begins. By default, this is one day after the current lease expires if it is active or today s date if it has expired. Minimum and maximum number of months for the lease s term. If the resident selects this proposal, they can select a term within this range. By default, both numbers are the same as the number specified in the Normal Lease Term field on the Property Setup screen. Neither number can be less than the number specified in the Minimum Lease Term field on the Property Setup screen. For information about editing fields on the Property Setup screen, see Property Defaults in the Voyager User Interface and Common Procedures Guide. NOTE When you edit this field, Voyager changes the Charge Begin field corresponding to each charge and special in the Lease Charges spreadsheet to this date. If a charge or special has an enddate, a confirmation request appears. If you want Voyager to change the end-date, click OK. Otherwise, click Cancel. Date on which the lease expires. Voyager completes this field based on the option specified in the Rounding Lease Term field on the Property Setup screen. For information about editing the Rounding Lease Term field, see Property Defaults in the Voyager User Interface and Common Procedures Guide. Your name, or the name of the leasing agent who added the proposal. For information about setting up the options in this field, see Adding Leasing Agents on page 5.

142 130 Chapter 6: Lease Renewals Renew Lease Screen Reference Lease-From Selected Term Lease-To Agent Date on which the new lease begins. Number of months that the resident selected for the lease s term. The options in this field are specified by the range of numbers in the Term Range field. If the term range is only one number (for example: 14 14), you can select only that number. Date on which the lease expires. Voyager completes this field based on the option specified in the Rounding Lease Term field on the Property Setup screen. For information about editing the Rounding Lease Term field, see Property Defaults in the Voyager User Interface and Common Procedures Guide. NOTE Voyager changes this field if you select a different option in the Selected Term field. Your name, or the name of the leasing agent who renewed the lease. For information about setting up the options in this field, see Adding Leasing Agents on page 5.

143 Yardi Voyager Residential User s Guide 131 Renewing Leases with Lease Proposal Batches and Bulk Approvals If you need to renew multiple residents leases, you can use a proposal batch and a bulk approval. A proposal batch is a set of proposals that you add to each resident whose lease you want to renew. A bulk approval is a method to quickly approve multiple proposals. Typically, procedures occur in the following order: 1 You add lease proposals for multiple residents using a lease proposal batch. If your property is set up for Revenue Management, your revenue-management agency generates proposals for you, based on pricing data. If your property is not set up for Revenue Management, you add four generic proposals for each resident in the batch and edit each resident s proposals, as needed. You can save a batch and post it later. For more information, see Reviewing, Editing, and Deleting Lease Proposal Batches on page You post the batch. 3 You approve or deny the residents proposals using a bulk approval, if required by your organization. Your property may be set up to automatically approve proposals in batches when you post them. For more information, contact your system administrator. 4 You generate renewal letters, which show residents approved proposals, and you send them to the residents. For more information, see Generating Renewal Letters in the Voyager Residential Correspondence User s Guide. 5 The resident selects a proposal. 6 You renew the resident s lease using the selected proposal. For information about renewing the lease of a resident who selects a proposal in Yardi Portal, see Renewing Leases Selected in Yardi Portal on page You print lease documents for the resident to sign. 8 On the date that the new lease is scheduled to begin, Voyager adds new lease charges, expires old lease charges, and updates the resident and resident history record. This section includes the following procedures: To renew leases with a proposal batch and bulk approval (without Revenue Management) To renew leases with a proposal batch and bulk approval (with Revenue Management)

144 132 Chapter 6: Lease Renewals To renew leases with a proposal batch and bulk approval (without Revenue Management) 1 From the side menu, select Residents > Lease Renewal > Add Lease Proposal Batch. The Renewal Proposal Filter appears. If a message that property pricing is controlled by Revenue Management appears at the top of the screen, you must perform the procedure for properties that are set up for Revenue Management. For more information, see To renew leases with a proposal batch and bulk approval (with Revenue Management) on page 137. Increase Type field 2 Complete the top part of the screen, as needed. For more information, see Renewal Proposal Filter Reference (Without Revenue Management) on page Complete the row corresponding to each lease proposal that you want to add: a In the Base field, select the method by which to calculate the new monthly rent amount: Market The market rent amount plus a flat amount or percentage. For example, if the market rent is $1,000 and you increase rent by 10%, the new rent amount is $1,100. Actual The current monthly rent amount plus a flat amount or percentage. For example, if the current monthly rent is $900 and you increase rent by 10%, the new rent amount is $990. Loss Lease The current monthly rent amount plus a percentage of the difference between the market and current monthly rent amounts. For example, if the market rent is $1,000, the current monthly rent is $900, and you increase rent by 10% of the difference, the new rent amount is $910. b In the Increase Type field, select how you want to increase rent (by flat amount or a percentage). If you selected Loss Lease in the Base field, you must increase the monthly rent amount by a percentage.

145 Yardi Voyager Residential User s Guide 133 c d In the Increase Amount field, type the amount or percentage by which you want to increase rent. If you are increasing the rent by a percentage, type in the Max Increase field the maximum amount by which you want to increase rent. If the calculated increase amount is greater than this amount, the rent will increase by this amount instead. If you do not want to specify a maximum amount, leave the Max Increase field empty. e Complete the row: Min Term Max Term Special The minimum number of months for the proposed new lease s term. The maximum number of months for the lease s term. Includes leasing specials for the lease. 4 Click Submit. The Bulk Proposals screen appears. 5 If you do not want to add proposals for a resident, clear the Renew check box in th row corresponding to that resident. If you want to add proposals for only one or a few of the residents, click the Uncheck All button and then select the Renew check box in the row corresponding to each resident for whom you want to add proposals. The Renew check box only adds proposals to a resident; it does not renew the resident s lease. 6 Click Save. Any residents for whom you do not want to add proposals disappear from the table. 7 If you want to edit a resident s proposals: a Click the Edit button in the row corresponding to that resident. The [Unit #] [Resident] [Expiration Date] tab appears. b If you want to add a lease charge to the proposals, click the Add Lease Charge button. A new row appears in the table.

146 134 Chapter 6: Lease Renewals c d Complete the tab. For more information, see Bulk Proposals Screen Reference (without Revenue Management) on page 136. Click Update. 8 Click Save. 9 Click Post. 10 If you need to approve proposals in the batch: a b From the side menu, select Residents > Lease Renewal > Bulk Lease Approval. The Bulk Approvals filter appears. Complete the filter, as needed, and click Submit. The Bulk Approvals screen appears. c d e If you want to deny a proposal instead of approving it, select the Denied check box in the row corresponding to that proposal. If you want to keep a proposal in the bulk approval without approving or denying it, clear the Approved check box in the row corresponding to that proposal. If you want to edit a proposal, click the Edit link in the row corresponding to that proposal. The Lease Proposal screen appears. For more information, see Reviewing and Editing Lease Proposals on page 140. After you edit the proposal, you must review the bulk approval in order to continue to approve proposals in the batch. For more information, see Reviewing and Editing Bulk Approvals on page 146. f Click Save. Any proposals that you approved or denied disappear from the table. 11 From the top menu, click Home. The dashboard appears. 12 In the Resident Activity section on the dashboard, click the number next to Expiring Leases (120 days). The Expiring Leases (120 days) [Today s Date] tab appears.

147 Yardi Voyager Residential User s Guide For each resident whose lease you want to renew: a Click the Renewal Workflow button in the row corresponding to that resident. The Lease Proposal screen appears. b Click the Renew button in the row corresponding to the proposal that the resident selects. The Renew Lease screen appears. c Complete the screen. For more information, see Renew Lease Screen Reference on page 130. d Click Save. Renewal Proposal Filter Reference (Without Revenue Management) Top Part of Screen Agent Lease Expiration Include MTM Rounding Your name, or the name of the leasing agent who added the proposals. For information about setting up the options in this field, see Adding Leasing Agents on page 5 Limits the batch to residents whose leases expire within this date range. Limits the batch to residents with fixed-term or month-to-month leases: Exclude Only fixed-term leases Include Fixed-term leases and month-to-month leases Only Only month-to-month leases Rounding method for monthly rent amounts: None Monthly rent amounts are not rounded. Dollar Monthly rent amounts are rounded to the nearest dollar.

148 136 Chapter 6: Lease Renewals Bulk Proposals Screen Reference (without Revenue Management) Bottom Part of Screen If you do not want to include a lease charge in a proposal, type 0 in the proposed amount field in the row corresponding to that charge. For example, if you do not want to include a cable charge in the fourth proposal, type 0 in the Proposed Amount 4 field in the row corresponding to the cable charge. Exclude Min Term 1 Max Term 1 Proposed Amount 1 Min Term 2 Max Term 2 Proposed Amount 2 Min Term 3 Max Term 3 Proposed Amount 3 Min Term 4 Max Term 4 Proposed Amount 4 Excludes the charge from all proposed new leases. Minimum number of months for first proposed lease s term. Maximum number of months for the first proposed lease s term. Monthly charge amount for the first proposed lease. Minimum number of months for the second proposed lease s term. Maximum number of months for the second proposed lease s term. Monthly charge amount for the second proposed lease. Minimum number of months for the third proposed lease s term. Maximum number of months for the third proposed lease s term. Monthly charge amount for the third proposed lease. Minimum number of months for the fourth proposed lease s term. Maximum number of months for the fourth proposed lease s term. Monthly rent amount for the fourth proposed lease.

149 Yardi Voyager Residential User s Guide 137 To renew leases with a proposal batch and bulk approval (with Revenue Management) 1 From the side menu, select Residents > Lease Renewal > Add Lease Proposal Batch. The Renewal Proposal Filter appears. You can perform this procedure only if a message that property pricing is controlled by Revenue Management appears at the top of the screen. If this message does not appear, you must perform the procedure for properties that are not set up for Revenue Management. For more information, see To renew leases with a proposal batch and bulk approval (without Revenue Management) on page Complete the screen. For more information, see Renewal Proposal Filter Reference (with Revenue Management) on page Click Submit. The Bulk Proposals screen appears. If a resident s unit is missing Revenue Management pricing data, Voyager determines the monthly rent amount for the resident s proposed new leases in one of two ways: If the resident has only one lease charge with the Rent type, the rent amount is equal to the market rent amount. If the resident has more than one lease charge with the Rent type, the rent amount is the sum of those charges. For information about providing Revenue Management pricing data, contact Yardi technical support. 4 If you do not want to add proposals for a resident, clear the Include for Proposal check box in the row corresponding to that resident. If you want to add proposals for only one or a few of the residents, click the Uncheck All button and then select the Include for Proposal check box in the row corresponding to each resident for whom you want to add proposals. 5 Click Save. Any residents for whom you do not want to add proposals disappear from the table.

150 138 Chapter 6: Lease Renewals 6 If you want to edit a resident s proposals: a Click the Edit button in the row corresponding to that resident. The [Unit #] [Resident] [Expiration Date] tab appears. b Click the Edit button in the row corresponding to the proposal that you want to review. The Lease Proposal screen appears. For more information, see Reviewing and Editing Lease Proposals on page Click Save. 8 Click Post. 9 If you want to approve, deny, or edit proposals in the batch: a b From the side menu, select Residents > Lease Renewal > Bulk Lease Approval. The Bulk Approvals filter appears. Complete the filter, as needed, and click Submit. The Bulk Approvals screen appears. c d e If you want to deny a proposal instead of approving it, select the Denied check box in the row corresponding to that proposal. If you want to keep a proposal in the bulk approval without approving or denying it, clear the Approved check box in the row corresponding to that proposal. If you want to edit a proposal, click the Edit link in the row corresponding to that proposal. The Lease Proposal screen appears. For more information, see Reviewing and Editing Lease Proposals on page 140. After you edit the proposal, you must review the bulk approval in order to continue to approve proposals in the batch. For more information, see Reviewing and Editing Bulk Approvals on page 146. f Click Save. Any proposals that you approved or denied disappear from the table.

151 Yardi Voyager Residential User s Guide On the top menu, click Home. The dashboard appears. 11 In the Resident Activity section on the dashboard, click the number next to Expiring Leases (120 days). The Expiring Leases (120 days) [Today s Date] tab appears. 12 For each resident whose lease you want to renew: a Click the Renewal Workflow button in the row corresponding to that resident. The Lease Proposal screen appears. b Click the Renew button in the row corresponding to the proposal that the resident chooses. The Renew Lease screen appears. c Complete the screen: Lease-To Agent Date on which the lease expires. Voyager completes this field based on the option specified in the Rounding Lease Term field on the Property Setup screen. For information about editing the Rounding Lease Term field, see Property Defaults in the Voyager User Interface and Common Procedures Guide. Your name, or the name of the leasing agent who renewed the lease. For information about setting up the options in this field, see Adding Leasing Agents on page 5. d Click Save.

152 140 Chapter 6: Lease Renewals Renewal Proposal Filter Reference (with Revenue Management) You must complete the Proposal Exp. Date field. If you do not complete this field and you post the batch, you will not be able to add proposals for residents in the batch until the end of the current renewal cycle. For more information, contact Yardi technical support. Agent Lease Expiration Include MTM Rounding Proposal Exp. Date Your name, or the name of the leasing agent who added the proposals. For information about setting up the options in this field, see Adding Leasing Agents on page 5. Limits the batch to residents whose leases expire within this date range. Limits the batch to residents with units of this type. Rounding method for monthly rent amounts: None Monthly rent amounts are not rounded. Dollar Monthly rent amounts are rounded to the nearest dollar. Date on which the proposals expire. When you post the batch, you will not be able to add more proposals for residents until after this date. Reviewing and Editing Lease Proposals You can edit approved and unapproved lease proposals at any time. This section includes the following procedures: To review or edit a lease proposal (without Revenue Management) To review or edit a lease proposal (with Revenue Management)

153 Yardi Voyager Residential User s Guide 141 To review or edit a lease proposal (without Revenue Management) 1 In the Resident Activity section on the dashboard, click the number next to Expiring Leases (120 days). The Expiring Leases (120 days) [Today s Date] tab appears. 2 Click the Renewal Workflow button in the row corresponding to the resident whose proposal you want to review. The Lease Proposal screen appears. 3 Click the Edit button in the row corresponding to the proposal that you want to review. The Lease Proposal section and Lease Charges spreadsheet appear. 4 Edit the Lease Proposal section, as needed. For information about the fields in this section, see Lease Proposal Screen Reference on page 129.

154 142 Chapter 6: Lease Renewals 5 If you want to add a lease charge to the proposal: a Click the Add Lease Charge link. The Add Lease Charge screen appears. b Complete the screen: To Date Date on which the charge ends. NOTE If the charge is for the duration of the resident s lease, leave this field empty. c Click Save. 6 If you want to add a leasing special to the proposal: a Click the Add Specials link. The Unit Specials for Unit [#] screen appears. b Click the Select button in the row corresponding to the special that you want to add. 7 For each lease charge that you want to increase: a b In the Type field, select whether you want to increase the charge by a flat amount or a percentage. In the Increase Amount field, type the flat amount or pecentage by which you want to increase the current charge amount, and press the TAB key. Voyager updates the New Amount field. You can change the new amount, as needed. For example, if the calculated percentage increase makes the new amount $1,001.12, you can round it to $1, Edit the Lease Charges spreadsheet, as needed: Charge Begin Charge End Exclude Date on which the charge or special begins. By default, this is the date specified in the Lease From Date field. Date on which the charge or special ends. NOTE If a charge is for the duration of the resident s lease, leave this field empty. Excludes the charge or special from the proposal. The charge or special still appears in the table, but is not included in the grand total. 9 If you made any changes, click Save.

155 Yardi Voyager Residential User s Guide 143 To review or edit a lease proposal (with Revenue Management) 1 In the Resident Activity section on the dashboard, click the number next to Expiring Leases (120 days). The Expiring Leases (120 days) [Today s Date] tab appears. 2 Click the Renewal Workflow button in the row corresponding to the resident whose proposal you want to review. The Lease Proposal screen appears. 3 Click the Edit button in the row corresponding to the proposal that you want to review. The Lease Proposal section and Lease Charges spreadsheet appear. 4 Edit the Lease Proposal section, as needed: Lease-To Date Agent Date on which the lease expires. Voyager completes this field based on the option specified in the Rounding Lease Term field on the Property Setup screen. For information about editing the Rounding Lease Term field, see Property Defaults in the Voyager User Interface and Common Procedures Guide. Your name, or the name of the leasing agent who renewed the lease. For information about setting up the options in this field, see Adding Leasing Agents on page 5.

156 144 Chapter 6: Lease Renewals 5 If you want to add a lease charge to the proposal: a Click the Add Lease Charge link. The Add Lease Charge screen appears. b Complete the screen, as needed: To Date Date on which the charge ends. NOTE If the charge is for the duration of the resident s lease, leave this field empty. c Click Save. 6 If you want to add a leasing special to the proposal: a Click the Add Specials link. The Unit Specials for Unit [#] screen appears. b Click the Select button in the row corresponding to the special that you want to add. If the property uses Rainmaker LRO for revenue management, the maximum amount of selected leasing specials cannot exceed the amount in the Discretionary Concession field on the Lease Proposal screen. 7 For each lease charge that you want to increase: a b In the Type field, select whether you want to increase the charge by a flat amount or a percentage. In the Increase Amount field, type the flat amount or pecentage by which you want to increase the current charge amount, and press the TAB key. Voyager updates the New Amount field. You can change the new amount, as needed. For example, if the calculated percentage increase makes the new amount $1,001.12, you can round it to $1,000.

157 Yardi Voyager Residential User s Guide Edit the Lease Charges spreadsheet, as needed: Charge Begin Charge End Exclude Date on which the charge or special begins. By default, this is the date specified in the Lease From Date field. Date on which the charge or special ends. NOTE If a charge is for the duration of the resident s lease, leave this field empty. Excludes the charge or special from the proposal. The charge or special still appears in the table, but is not included in the grand total. 9 If you want to change the monthly rent amount for the proposed lease: You must have the proper permissions in order to to change the monthly rent amount. For more information, contact your system administrator. a Click the Edit button in the row corresponding to the monthly rent charge. The Renewal Rent Override screen appears. b Complete the screen, as needed: New Proposed Rent Notes New monthly rent amount. Reason for changing the rent amount (for example: Price negotiated with resident). NOTE If the property is uses Yardi RENTmaximizer as its revenue-management agency, the text in this field appears in certain revenue-management reports. c Click Save. 10 If you made any changes, click Save. Reviewing, Editing, and Deleting Lease Proposal Batches You can edit unposted proposal batches at any time. To review, edit, or delete a proposal batch 1 From the side menu, select Residents > Lease Renewal > Review Lease Proposal Batch. The Renewal Proposal Filter appears. 2 Complete the filter, as needed, and click Submit. The Bulk Proposals screen appears.

158 146 Chapter 6: Lease Renewals 3 If you want to delete the batch, click Delete. 4 If you want to edit the batch, edit as needed. For information about the fields on this screen, see Renewing Leases with Lease Proposal Batches and Bulk Approvals on page If you made any changes, click Save. Reviewing and Editing Bulk Approvals You can edit a bulk approval at any time. To review or edit a bulk approval 1 From the side menu, select Residents > Lease Renewal > Bulk Lease Approvals. The Bulk Approvals Filter appears. 2 Complete the filter, as needed, and click Submit. The Bulk Approvals screen appears. If there are more than one bulk approvals on your database, a list of bulk approvals appears on the left. Ensure the bulk approval you want to review appears in the main part of the screen. 3 Edit as needed. For information about the fields on this screen, see Renewing Leases with Lease Proposal Batches and Bulk Approvals on page If you made any changes, click Save. Renewing Leases Selected in Yardi Portal After a resident selects an approved proposal in Yardi Portal, you must renew the lease. To renew a lease that a resident selected in Yardi Portal 1 In the Resident Activity section on the dashboard, click the number next to Scheduled Lease Renewals. The Scheduled Lease Renewals tab appears. 2 Click the Renew button in the row corresponding to the resident who selected a proposal in Yardi Portal. The Renew Lease screen appears. 3 Complete the screen, as needed. For more information, see Renew Lease Screen Reference on page Click Save.

159 Yardi Voyager Residential User s Guide 147 Printing Lease Documents for Proposal and Approval Renewals Lease documents for renewals are generated from report packets, which combine multiple documents into a single PDF. Your system administrator sets up report packets for lease documents. To print a resident s lease documents for a proposal and approval renewal 1 In the Resident Activity section on the dashboard, click the number next to Scheduled Lease Renewals. The Scheduled Lease Renewals tab appears. 2 Click the Lease Doc button in the row corresponding to the resident whose lease documents you want to print. The lease-document selection screen appears. 3 If you want to be able to review the lease documents after you generate them, as attachments on the resident s record, select the Attach to Prospect Record check box. 4 Select the Select check box in the row corresponding to the report packets that you want to generate. 5 If you want to print the selected report packets: a b Click the View button. A PDF document of the selected packets appears. Print the PDF document as would other documents. 6 If you want to the selected report packets to the resident, click the button. 7 Click Close. Reviewing, Editing, and Canceling Proposed New Leases You can edit or cancel a resident s proposed new lease any time before the lease is executed. When you cancel a resident s proposed new lease, Voyager deselects the proposal. If you want to renew the resident s lease, you must select another approved proposal. For more information, see Renewing Leases with Lease Proposals and Approvals on page 127.

160 148 Chapter 6: Lease Renewals To review, edit, or cancel a resident s proposed new lease 1 In the Resident Activity section on the dashboard, click the number next to Expiring Leases (120 days). The Expiring Leases (120 days) [Today s Date] tab appears. 2 If you want to cancel a resident s proposed new lease, click the Cancel button in the row corresponding to that resident. 3 If you want to review a resident s proposed lease: a b c Click the Edit button in the row corresponding to the resident whose proposed lease you want to review. The Lease Proposal screen appears. Edit as needed. For information about the fields on this screen, see Reviewing and Editing Lease Proposals on page 140. If you made any changes, click Save. Deleting Approved Proposals If you want to create new proposals for residents in batches, you must first delete the current ones. To delete approved proposals 1 From the side menu, select Residents > Lease Renewal > Delete Approved Lease Proposals. The Delete Approved Lease Proposals filter appears. 2 Complete the filter, then click Submit. A table of approved proposals appears below. 3 Select the Delete check box in the rows corresponding to each proposal that you want to delete. 4 Click the Delete button.

161 Yardi Voyager Residential User s Guide 149 Other Renewal Procedures In this section: Adjusting Lease Expiration Dates Converting Leases to Month-to-Month This section describes how to adjust lease expiration dates and convert leases to month-to-month. Adjusting Lease Expiration Dates If you want to shorten or lengthen a resident s current lease, you can change the date on which it expires. When you do this, Voyager updates the appropriate resident and resident history records. To adjust a lease s expiration date 1 On the dashboard, click the Person Search tab. 2 Complete the tab, as needed. 3 Click Search. A table of matching people appears to the right of the tab. 4 Click the name of the resident whose lease expiration date you want to adjust. The Resident screen appears. 5 On the Functions menu, click Adjust Lease-End. The Adjust Lease-End Dates screen appears. 6 Complete the screen. 7 Click Submit.

162 150 Chapter 6: Lease Renewals Converting Leases to Month-to-Month If your property permits residents to go on month-to-month rather than renew their leases, you can increase their monthly rent amounts or add month-to-month premiums to their monthly lease charges, depending on current trends and your organization s policies. When a resident s lease expires, Voyager automatically converts it to month-to-month. If you do not want to increase the resident s monthly rent amount or add a month-to-month premium, do not perform this procedure. To convert a lease to month-to-month 1 On the dashboard, click the Person Search tab. 2 Complete the tab, as needed, and click Search. 3 Click the name of the resident whose lease you want to convert to month-to-month. The Resident screen appears. 4 On the Functions menu, click Month-to-Month. The Lease Renewal screen appears. 5 Complete the screen. For more information, see Lease Renewal Screen Reference (Month-to- Month) on page Click Save.

163 Yardi Voyager Residential User s Guide 151 Lease Renewal Screen Reference (Month-to-Month) Month-to-Month Date Month-to-Month Premium Charge Code Old Rent New Rent Increase Amount Type Date on which the new lease begins. By default, this is one day after the current lease expires if the current lease is still active. Amount that you want to charge the resident, in addition to the monthly rent amount. If you do not want to charge the resident a month-to-month premium, leave this field empty. By default, this is the amount specified in the MTM Flat Fee field on the Property Control screen. For information about editing this field, see Property Defaults in the Voyager User Interface and Common Procedures Guide. Charge code for the month-to-month premium. By default, this is Voyager s designated month-tomonth charge code. By default, this is the charge code specified in the MTM Charge Code field on the Property Control screen. For information about editing this field, see Property Defaults in the Voyager User Interface and Common Procedures Guide. (This field is not editable) Amount that the resident currently pays for monthly rent. Amount that the resident will pay for monthly rent on month-to-month. By default, this is the market rent amount for the resident s unit. NOTE If you complete the Increase Amount field, Voyager automatically calculates the appropriate amount and completes this field. Amount by which you want to change the amount that the resident pays for monthly rent. This change can be either a flat amount or a percentage, depending on the option selected in the Type field. You can type a positive or negative amount. NOTE If you complete the New Rent field, Voyager automatically calculates the appropriate amount and completes this field. Method by which you want to change the amount that the resident pays for monthly rent: $ Increase Changes the amount by a flat amount. % Increase Changes the amount by a percentage.

164 152 Chapter 6: Lease Renewals

165 153 CHAPTER 7 Notices and Move-Outs In this chapter: Notices and Move-Outs Overview Notices and Move-Outs Navigation Notice Procedures Move-Out Procedures This chapter describes how to move out residents. Notices and Move-Outs Overview Typically, when a resident wants to move out of your property, they notify you that they intend to move out on a specific date after the lease expires. When you receive this notification, you must post a notice for the resident. A notice records a resident s expected move-out date and enables you to perform move-out procedures for the resident. If a resident does not notify you, or moves out of the property early or unexpectedly, you can record one of three termination types to differentiate the notice: If a resident moves out significantly before the lease expires, you can record an early-termination notice. If a resident moves out unexpectedly without notifying you, you can record a skip notice. If a resident is being required to move out, due to violations, you can record an eviction notice. On the resident s move-out date, you post a move-out for the resident and post deposit accounting for the resident. Deposit accounting applies charges and credits to the resident s deposit and processes either a charge or payable, depending on the final balance.

166 154 Chapter 7: Notices and Move-Outs Notices and Move-Outs Navigation Task Post a notice batch Review, edit, or delete a notice batch Post a move-out batch Review, edit, or delete a move-out batch Navigation Residents > Notice Functions > Add Notice Batch Residents > Notice Functions > Review Notice Batch Residents > Move-Out Functions > Add Move-Out Batch Residents > Move-Out Functions > Review Move-Out Batch Notice Procedures In this section: Posting Notices Posting Notice Batches Reviewing, Editing, and Deleting Notice Batches Canceling Notices This section describes how to post notices for residents. There are two methods by which you can post notices for residents: notices and notice batches. Notices are for one resident only. Notice batches are for multiple residents across properties. You cannot post notices or notice batches for residents who have proposed new leases. For information about canceling proposed leases, see Reviewing, Editing, and Canceling Proposed New Leases on page 147. Posting Notices If you want to record only one notice at a time, you can post a notice for each resident. Once you do this, Voyager changes the resident s status to Notice and updates the appropriate resident and resident history records. If you are posting an early termination notice and want to specify the date after which Voyager excludes the resident from monthly posting, you can edit the Responsibility Date field on the Resident screen. For more information, see Reviewing and Editing Resident Records on page 104. This section includes the following procedures: To post a notice for a resident To post an eviction notice

167 Yardi Voyager Residential User s Guide 155 To post a notice for a resident 1 On the dashboard, click the Person Search tab. 2 Complete the tab and click Search. 3 Click the name of the resident for whom you want to post a notice. The Resident screen appears. 4 On the Functions menu, click Notice. The Notice screen appears. 5 Complete the screen. For information about the fields on this screen, see Notice Screen Reference on page Click Save. If the number of days between the notice date and the move-out date is less than the number of days specified in the Minimum Days Notice field on the Property Control screen for the property, a confirmation request appears. Click OK. For information about editing the Minimum Days Notice field, see Property Defaults in the Voyager User Interface and Common Procedures Guide.

168 156 Chapter 7: Notices and Move-Outs Notice Screen Reference Notice Section The Notice section appears only if you are posting a notice. Termination Type Notice Date Move-Out Date Reason for Move-Out Post Early Termination Fee Termination type: Notice The resident sent a notification and is moving out shortly before or after the lease expires. Early Termination The resident sent a notification and is moving out significantly before the lease expires. Skip The resident moved out of the unit unexpectedly. Date on which the resident sent a notification. If the resident did not submit a notice, select today s date. Date on which the resident intends to move out of the property. If the resident moved out unexpectedly, select today s date. Reason that the resident is moving out. Your system administrator sets up the options for this field. Adds an early termination fee to the resident s ledger. For information about setting up the early termination fee amount, type, and charge code, see Property Defaults in the Voyager User Interface and Common Procedures Guide. Eviction Section The Eviction section appears only if you are posting an eviction. Evict Date Move-Out Date Date on which you want to post the eviction. Date on which the resident is required to move out of the property.

169 Yardi Voyager Residential User s Guide 157 Reason for Move-Out Post Early Termination Fee Reason that the resident is moving out. Your system administrator sets up the options for this field. Adds an early termination fee to the resident s ledger. For information about setting up the early termination fee amount, type, and charge code, see Property Defaults in the Voyager User Interface and Common Procedures Guide. To post an eviction notice 1 On the dashboard, click the Person Search tab. 2 Complete the tab, as needed, and click Search. 3 Click the name of the resident for whom you want to post an eviction notice. The Resident screen appears. 4 On the Functions menu, click Evict. The Notice screen appears. 5 Complete the screen. For information about the fields on this screen, see Notice Screen Reference on page Click Save. Posting Notice Batches If you want to record multiple notices at the same time, you can add them to a notice batch. When you post a notice batch, Voyager posts notices for the residents, changes the residents statuses to Notice, and updates the appropriate resident and resident history records. After you post a notice batch, you can add more residents and edit their notices, provided you do not exit the batch. As long as the batch contains residents whose notices have not been posted, you can save the batch and post it later. For more information, see Reviewing, Editing, and Deleting Notice Batches on page 160. To post a notice batch 1 From the side menu, select Residents > Notice Functions > Add Notice Batch. The Create Bulk Notice Batch screen appears. 2 Complete the screen. For information about the fields on this screen, see Create Bulk Notice Batch Screen Reference on page 159.

170 158 Chapter 7: Notices and Move-Outs 3 Click Submit. The Bulk Notice Batch screen appears. 4 Complete the top part of the screen. 5 If you do not want to post a notice for a resident, clear the Select check box in the row corresponding to that resident. If you want to post a notice for only one or a few of the residents, click the Deselect All button above the Select field and then select the Select check box in the row corresponding to each resident that you want to include. 6 Click Save. Any residents for whom you do not want to post a notice disappear from the table. 7 Complete the row corresponding to each resident whose notice you want to edit: Move-Out Date Make Ready Early Termination Fee Date on which the resident intends to move out of the property. By default, this is the notice date plus the number of days specified in the Minimum Days Notice field on the Property Control screen for the property. For information about editing the Minimum Days Notice field, see Property Defaults in the Voyager User Interface and Common Procedures Guide. NOTE If you type a date that is earlier than the default, a confirmation request appears. Click OK. Adds make-ready tasks to the resident s unit. For more information, see Adding Make-Ready Tasks to Units on page 173. Adds an early termination fee to the resident s ledger. For information about setting up the early termination fee amount, type, and charge code, see Property Defaults in the Voyager User Interface and Common Procedures Guide. NOTE If you want to add fees for all or most of the residents, you can click the Check All button above the Early Termination Fee field and then clear the Early Termination Fee check box in the row corresponding to each resident for which you do not want to add the fee.

171 Yardi Voyager Residential User s Guide If you want to add a resident to the batch: a Click the Add Resident link. The Add Resident screen appears. b c Click the resident that you want add to the batch. Click OK. 9 Click Save. 10 Click Post. Create Bulk Notice Batch Screen Reference Lease To to Notice Date Reason for Move-Out Post Early Termination Fee Limits the batch to residents whose leases expire within this date range. If you want to specify only an earliest or a latest date, do not complete the field for the other date. The default date on which residents sent their notifications. You will be able to change this date for each resident. The default reason that the residents are moving out. You will be able to change this reason for each resident. Your system administrator sets up the options for this field. By default, adds an early termination fee to residents ledgers when their notices are posted. For information about setting up the early termination fee amount, type, and charge code, see Property Defaults in the Voyager User Interface and Common Procedures Guide.

172 160 Chapter 7: Notices and Move-Outs Reviewing, Editing, and Deleting Notice Batches If a notice batch contains residents whose notices have not been posted, you can save the batch and post it later. When reviewing the batch, you can delete it, add new residents, or edit residents notices. To review, edit, or delete a notice batch 1 From the side menu, select Residents > Notice Functions > Review Notice Batch. The Review Notice Batch filter appears. 2 Complete the filter, as needed, and click Submit. The Bulk Notice Batch screen appears. 3 If you want to delete the batch, click Delete. 4 Edit as needed. For information about the fields on this screen, see Posting Notice Batches on page If you made any changes, click Save. Canceling Notices Cancel a resident s notice if the resident s notice was posted and you need to: renew the resident s lease. adjust the resident s lease-expiration date. convert the resident s lease to month-to-month. When you cancel a resident s notice, Voyager changes the resident s status to Current and updates the appropriate resident and resident history records. You can then perform the required procedures. To cancel a resident s notice 1 In the Resident Activity section on the dashboard, click the number next to On-Notice. The On- Notice [Today s Date] tab appears. 2 If you want to cancel a resident s notice, click the Cancel Notice button in the row corresponding to that resident. 3 If you want to cancel a resident s eviction notice, click the Cancel Evict button in the row corresponding to that resident.

173 Yardi Voyager Residential User s Guide 161 Move-Out Procedures In this section: Adjusting Move-Out Dates Posting Move-Outs Posting Move-Out Batches Reviewing, Editing, and Deleting Move-Out Batches Reversing Move-Outs Posting Deposit Accounting Adjusting Deposit Accounting This section describes how to post move-outs and deposit accounting for residents. There are two methods by which you can post move-outs for residents: move-outs and move-out batches. Move-outs are for one resident only. Move-out batches are for multiple residents across properties. Voyager applies lease charges to residents normally until their move-out month. In a resident s moveout month, Voyager prorates the charges for the move-out date, then excludes the resident from monthly posting. For example, a resident pays $900 monthly rent, sends a notification on May 1 and moves out on June 15. Voyager applies a $900 rent charge for May and a $415 charge for June ($ days = $30 per day 15 days = $450 for rent until June 15). Adjusting Move-Out Dates If a resident wants to move out of a unit later or earlier than expected, you can adjust the resident s move-out date. When you do this, Voyager changes the resident s move-out date to the new date and updates the appropriate resident and resident history records. Perform this procedure if you want to record a new move-out date without posting a move-out for the resident. You can perform this procedure only for on-notice residents.

174 162 Chapter 7: Notices and Move-Outs To adjust an on-notice resident s move-out date 1 In the Resident Activity section on the dashboard, click the number next to On-Notice. The On- Notice [Today s Date] tab appears. 2 Click the Adjust Dates button in the row corresponding to the resident whose move-out date you want to adjust. The Notice screen appears. 3 Complete screen: Move-Out Date Reason for Move-Out Post Early Termination Fee Date on which the resident intends to move out of the property. If the resident moved out unexpectedly, select today s date. Reason that the resident is moving out. Your system administrator sets up the options for this field. Adds an early termination fee to the resident s ledger. For information about setting up the early termination fee amount, type, and charge code, see Property Defaults in the Voyager User Interface and Common Procedures Guide. 4 Click Save.

175 Yardi Voyager Residential User s Guide 163 Posting Move-Outs If you want to move out only one on-notice resident at a time, you can post a single move-out. Once you do this, Voyager changes the resident s status to Past and updates the appropriate resident and resident history records. To post a move-out for an on-notice resident 1 In the Resident Activity section on the dashboard, click the number next to Move Out. The Move Out [Today s Date] tab appears. 2 Click the Move Out button in the row corresponding to the resident that you want to move out. Posting Move-Out Batches If you want to move out several on-notice residents at the same time, you can add them to a move-out batch. When you post a move-out batch, Voyager posts move-out for the residents, changes the residents statuses to Past, and updates the appropriate resident and resident history records. After you post a move-out batch, you can add more residents, provided you do not exit the batch. If the batch contains residents whose move-outs have not been posted, you can save the batch and post it later. For more information, see Reviewing, Editing, and Deleting Move-Out Batches on page 165. To post a move-out batch 1 From the side menu, select Residents > Move-Out Functions > Add Move-Out Batch. The Create Bulk Move-Out Batch screen appears. 2 In the Move-Out field, type the range of expected move-out dates by which you want to limit residents in the batch. If you want to specify only an earliest or a latest date, do not complete the field for the other date. 3 Complete the screen.

176 164 Chapter 7: Notices and Move-Outs 4 Click Submit. The Bulk Move-Out Batch screen appears. 5 Complete the top part of the screen, as needed. 6 If you do not want to post a move-out for a resident, clear the Select check box in the row corresponding to that resident. If you want to post a move-out for only one or a few of the residents, click the Deselect All button and then select the Select check box in the row corresponding to each resident that you want to include. 7 Click Save. Any residents for whom you do not want to post a move-out disappear from the table. 8 If you want to add a resident to the batch: a Click the Add Resident link. The Move Out Resident screen appears. b c Click the resident that you want add to the batch. Click OK. 9 Click Post.

177 Reviewing, Editing, and Deleting Move-Out Batches Yardi Voyager Residential User s Guide 165 As long as a move-out batch contains residents whose move-outs have not been posted, you can save the batch and post it later. When you review the batch, you can delete it or add new residents. To review, edit, or delete a move-out batch 1 From the side menu, select Residents > Move-Out Functions > Review Move-Out Batch. The Review Notice Batch filter appears. 2 Complete the filter, as needed, and click Submit. The Bulk Move-Out Batch screen appears. 3 If you want to delete the batch, click Delete. 4 Edit as needed. For information about the fields on this screen, see Posting Move-Out Batches on page If you made any changes, click Save. Reversing Move-Outs If you posted a move-out for a resident who is no longer moving out, you can cancel the move-out. When you do this, Voyager changes the resident s status to Notice and updates the appropriate resident and resident history records. To reverse a move-out 1 On the dashboard, click the Person Search tab. 2 Complete the tab, as needed, and click Search. 3 Click the name of the resident whose move-out you want to reverse. The Resident screen appears. 4 On the Functions menu, click Cancel Move-Out.

178 166 Chapter 7: Notices and Move-Outs Posting Deposit Accounting After you post a resident s move-out, cancel a future resident s move-in, or deny or cancel an applicant, you should post deposit accounting. Deposit accounting adds outstanding charges, move-out charges, partial-month credits, and move-out credits to the person s deposit balance. If the resulting balance is positive, Voyager processes a payable. You must process a check and mail it to the person s forwarding address. If the resulting balance is negative, Voyager processes a charge. In order to receive payment, you must generate a move-out statement and mail it to the person s forwarding address. You must set up move-out charges for the unit-type of the person s unit before you perform deposit accounting. These move-out charges appear in a spreadsheet and can be added to the deposit balance as either charges or credits. For more information, see Reviewing and Editing Unit Types in the Voyager User Interface and Common Procedures Guide. To post deposit accounting 1 On the dashboard, click the Person Search tab. 2 Complete the tab, as needed, and click Search. 3 If you want to post deposit accounting for a canceled resident or a denied or canceled applicant: a b c Click the name of the person for whom you want to post deposit accounting. The Prospect Guest Card screen appears. If the Application Status tab is not already open, click Application Status on the Leasing Steps menu. The current tab changes to the Preferences tab. Click the Dep Acctg button. The Cancel Future Move-In screen appears. When you are posting deposit accounting, The Cancel Future Move-In and Deposit Accounting screens are identical.

179 Yardi Voyager Residential User s Guide If you want to post deposit accounting for a past resident: a b Click the name of the past resident for whom you want to post deposit accounting. The Resident screen appears. On the Functions menu, click Deposit Accounting. The Deposit Accounting screen appears. 5 If the person will be contacted at a different address, complete the Forwarding Address section. 6 Complete the row corresponding to each transaction, as needed: Yes/No Charge Amt Credit Includes the transaction in deposit accounting. Amount that you want to charge for the transaction. Amount that you want to credit for the transaction. 7 If you want to generate a move-out statement report when you post deposit accounting, select the Print Statement check box. 8 Click Post. If you selected the Print Statement check box, the Move Out Statement report appears.

180 168 Chapter 7: Notices and Move-Outs Adjusting Deposit Accounting After you post deposit accounting, you can change the deposit balance by adding new charges and credits. To adjust deposit accounting 1 On the dashboard, click the Person Search tab. 2 Complete the tab, as needed, and click Search. 3 If you want to adjust deposit accounting for a canceled resident or a denied or canceled applicant: a b c Click the name of the person for whom you want to adjust deposit accounting. The Prospect Guest Card screen appears. If the Application Status tab is not already open, click Application Status on the Leasing Steps menu. The current tab changes to the Preferences tab. Click the Adj Dep Acctg button. The Cancel Future Move-In screen appears. When you are adjusting deposit accounting, the Cancel Future Move-In and Adjust Deposit Accounting screens are identical.

181 Yardi Voyager Residential User s Guide If you want to adjust deposit accounting for a past resident: a b Click the name of the past resident for whom you want to adjust deposit accounting. The Resident screen appears. On the Functions menu, click Adjust Deposit Acctg. The Adjust Deposit Accounting screen appears. 5 Complete the row corresponding to each transaction that you want to add: Chg Code Charge Amt Credit Code for the transaction. Amount that you want to charge for the transaction. Amount that you want to credit for the transaction. 6 If you want to generate a move-out statement report when you post the deposit accounting adjustments, select the Print Statement check box. 7 Click Post. If you selected the Print Statement check box, the Move Out Statement report appears.

182 170 Chapter 7: Notices and Move-Outs

183 171 CHAPTER 8 Residential Maintenance In this chapter: Residential Maintenance Overview Make-Ready Procedures Work-Order Procedures This chapter describes how to perform maintenance procedures in Voyager Residential. Residential Maintenance Overview With the Voyager Maintenance Management plug-in, you can manage maintenance activities related to your property, such as service calls, work orders, and purchase orders. You can perform several maintenance procedures from the Community Manager Dashboard in Voyager Residential, including making units ready and managing work orders. For information about all maintenance procedures, see the Voyager Maintenance Management User s Guide.

184 172 Chapter 8: Residential Maintenance Make-Ready Procedures In this section: Setting Up Make-Ready Tasks for Properties Adding Make-Ready Tasks to Units Updating Make-Ready Details for Units Making Units Ready This section describes how to make units ready in Voyager Residential. When a resident vacates a unit, you must make it ready before a new resident can move into it. Making a unit ready can include cleaning, replacing locks, and repainting. If you want to track the actions that your organization requires, you can add make-ready tasks. If you use Voyager Maintenance Management, you can associate the tasks with recurring work orders. If you do not want to use make-ready tasks, you can simply make a unit ready in Voyager when it is ready to be reoccupied. For more information, see Making Units Ready on page 175. If you want to use make-ready tasks, you must perform procedures in the following order: 1 Set up make-ready tasks for a property. 2 Add make-ready tasks to units. 3 Update the units make-ready details. 4 Make the units ready. Setting Up Make-Ready Tasks for Properties In order to add make-ready tasks to units, you must set them up for the property. When you add tasks to units, you can select which ones to add from those set up for the property. If you use Voyager Maintenance Management to track your tasks, you can associate them with recurring work orders. For information about adding recurring work orders and setting them up for makeready tasks, see the following procedures in the Voyager Maintenance Management User s Guide: Creating Recurring Work Orders Setting Up Recurring Work Orders For Make-Ready To add make-ready tasks to a property 1 From the side menu, select Setup > Property > Find Property. The Property filter appears. 2 Complete the filter, as needed, and click Submit. The Property screen appears.

185 Yardi Voyager Residential User s Guide On the Functions menu, click Make Ready. The Make-Ready Templates screen appears. 4 Complete a row for each make-ready task that you want to add: Description No. days RWO Post Ref Description of the task. Your system administrator sets up the options for this field. Number of days normally required to complete the task. (This field is optional) Recurring work order that you want to associate with the task. For more information, see Assigning Recurring Work Orders for Make-Ready to Properties in the Voyager Maintenance Management User s Guide. 5 Click Submit. Adding Make-Ready Tasks to Units You add make-ready tasks to a unit after the unit s resident moves out. For each task, you provide an estimate for the start date and the number of days until completion. If the task is associated with a recurring work order, Voyager adds a work order when you add the task. To add make-ready tasks to a unit 1 On the dashboard, click the Person Search tab. 2 Complete the fields on the left part of the tab, as needed, and click Search. 3 Click the name of the past resident whose unit you want to add make-ready tasks to. The Resident screen appears.

186 174 Chapter 8: Residential Maintenance 4 On the Data menu, click Make Ready. The Make-Ready Details screen appears. For information about setting up the tasks that appear on this screen, see Setting Up Make-Ready Tasks for Properties on page Complete the row corresponding to each task that you want to add to the unit: Select Start Date Adds the task. Estimated start date for the task. # Days Estimated number of days until the task will be completed. 6 Click Save. Updating Make-Ready Details for Units Once a make-ready task for a unit is completed, you must record its completion. If the task is delayed, you can update its start date and expected completion-date. If a task is associated with a recurring work order, you must complete the work order before you perform this procedure. For more information, see Reviewing and Editing Work Orders in the Voyager Maintenance Management User s Guide. To update a unit s make-ready details 1 In the Maintenance section on the dashboard, click the number next to Pending Make-Ready. The Pending Make-Ready [Today s Date] tab appears. 2 Click the Make-Ready Details button in the row corresponding to the unit for which you want to update make-ready details. The Make-Ready Update screen appears. 3 Complete the row for each task whose make-ready details you want to update. For more information, see Make-Ready Update Screen Reference on page Click Submit.

187 Yardi Voyager Residential User s Guide 175 Make-Ready Update Screen Reference Start Date Expected Compl Actual Compl Complete Actual date on which the task was started. Date on which the task is expected to be completed. Actual date on which the task was completed. Marks the task as complete. Making Units Ready If you do not use make-ready tasks, you can make a unit ready immediately. If you use tasks, you must mark all the unit s tasks as complete before you can make the unit ready. To make a unit ready 1 In the Maintenance section on the dashboard, click the number next to Pending Make-Ready. The Pending Make-Ready [Today s Date] tab appears. 2 Click the Make Unit Ready button in the row corresponding to the unit that you want to make ready.

188 176 Chapter 8: Residential Maintenance Work-Order Procedures In this section: Assigning Employees to Work Orders Completing Work Orders Recording Reasons for Incomplete Work Orders Recording Follow-ups for Completed Work Orders This section describes how to manage work orders in Voyager Residential. For general information about work orders, see Work Orders in the Voyager Maintenance Management User s Guide. Assigning Employees to Work Orders You can assign a specific maintenance employee to complete a work order. This employee appears on the Labor tab on the Work Order [#] screen. For information about adding employees, see Adding Maintenance Employee Records in the Voyager Maintenance Management User s Guide. For information about linking employees to properties, see Linking Employee Lists to Properties in the Voyager Maintenance Management User s Guide. To assign an employee to a work order 1 In the Maintenance section on the dashboard, click the number next to Pending Work Requests. The Pending Work Requests [Today s Date] tab appears. 2 Click the Assign button in the row corresponding to that work order. The Assign Employee for Work Order [#] screen appears. 3 In the Select Employee field, select the maintenance employee that you want to assign to the work order. 4 Click Save.

189 Yardi Voyager Residential User s Guide 177 Completing Work Orders You can record the date and time at which a work order was completed. You can also type completion notes, which appear in the Full Description field on the Work Order [#] screen. To complete a work order 1 In the Maintenance section on the dashboard, click the number next to Pending Work Requests. The Pending Work Requests [Today s Date] tab appears. 2 Click the Complete button in the row corresponding to the work order that you want to record as complete. The Complete Work Order [#] screen appears. 3 Complete the screen, as needed, then click Save. Recording Reasons for Incomplete Work Orders If a work order s completion is delayed, you may want to record a reason (for example: ordered wrong replacement parts). This reason appears in the Technician Notes field on the Work Order [#] screen. To record a reason for an incomplete work order 1 In the Maintenance section on the dashboard, click the number next to Pending Work Requests. The Pending Work Requests [Today s Date] tab appears. 2 Click the Reason Incomplete button in the row corresponding to the incomplete work order for which you want to record a reason. The Reason for Incomplete Work Order [#] screen appears. 3 Complete the screen, as needed, then click Save.

190 178 Chapter 8: Residential Maintenance Recording Follow-ups for Completed Work Orders After a work order is completed, you may need to follow-up by calling the resident. You can record that a follow-up call occurred. If a follow-up call was not required, you must perform this procedure in order to remove the completed work order from the dashboard. The Caller Name field on the Work Order [#] screen must be completed in order for you to record a follow-up for the work order. For more information, see Reviewing and Editing Work Orders in the Voyager Maintenance Management User s Guide. To record a follow-up for a completed work order 1 In the Maintenance section on the dashboard, click the number next to Completed WO Followup. The Completed WO Follow-up [Today s Date] tab appears. 2 Click the Follow-up Call Complete button in the row corresponding to the completed work order for which a follow-up call occurred.

191 179 CHAPTER 9 Rentable Items In this chapter: Rentable Items Overview Rentable Items Navigation Rentable Items Procedures This chapter describes how to manage rentable items and service charges. For information about setting up rentable items and service charges see Rentable Items and Service Charges Setup on page 17. Rentable Items Overview Rentable items are assets owned by the property owner and that residents can rent for a specific period of time during their leases. Rentable items include appliances, furniture, storage, and parking spaces. In addition to leasing rentable items to residents and prospects, you can also lease rentable items to people who do not live at your property, called non-resident lessees. For more information, see Adding Non-Resident Lessees on page 180. Rentable Items Navigation Task Add a non-resident lessee Assign a rentable item to a lessee Release a rentable item from a lessee Navigation Residents > Add Non-Resident Lessee Residents > Rentable Items > Assign Rentable Item Residents > Rentable Items > Release Rentable Item

192 180 Chapter 9: Rentable Items Rentable Items Procedures In this section: Adding Non-Resident Lessees Assigning Rentable Items Releasing Rentable Items Managing Rentable Items and Service Charges for Lessees This section describes how to add non-resident lessees and assign and release rentable items. Adding Non-Resident Lessees A non-resident lessee is a person who does not live at your property but who leases one or more rentable items, such as storage space, at your property. A non-resident lessee s resident record is assigned to an excluded unit. An excluded unit is a unit that is excluded from Rent Roll reports and unit counts on the dashboard. You can assign multiple non-resident lessees to one excluded unit. For more information, see Adding Excluded Units on page 13. To add a non-resident lessee 1 On the side menu, select Residents > Add Non-Resident Lessee. The Non-Resident Lessee filter appears. 2 Complete the filter, as needed, and click Submit. The Non-Resident Lessee screen appears. If the message, Error: No units have been setup for a Non-Resident Leasee appears, you must add an excluded unit to the property. For more information, see Adding Excluded Units on page 13.

193 Yardi Voyager Residential User s Guide Complete the screen: Unit/Property Move In/Out Lease From/To Excluded unit to which the non-resident lessee is assigned. Date range in which the lessee will use rentable items at the property. If the lessee will use rentable items indefinitely, leave the second field empty. Date range for which the lessee will lease rentable items at the property. If the lessee will lease rentable items indefinitely, leave the second field empty. 4 Click Save. Assigning Rentable Items You can view rentable items and assign them to residents, non-resident lessees, or prospects. To assign a rentable item 1 From the side menu, select Residents > Rentable Items > Assign Rentable Item. The Assign Rentable Item filter appears. 2 Complete the filter: Type Available Only Type of rentable item that you want to assign. Availability of rentable items that you want to view: Yes Shows only available rentable items, which you can assign. No Shows all rentable items. 3 Click Submit. The Assign Rentable Items screen appears. 4 Complete the row corresponding to each rentable item that you want to assign. For more information, see Assign Rentable Items Screen Reference on page Click Post.

194 182 Chapter 9: Rentable Items Assign Rentable Items Screen Reference Lessee Lease From Lease To Reserved Until Current Rent Taxable Resident, prospect, or non-resident lessee to whom the item is assigned. NOTE If you hover the cursor over the code in this field, the tool-tip displays the lessee s full name. Date on which the person s lease on the item begins. Date on which the person s lease on the item ends. If you do not want the lease to end, leave this field empty. (This field is not editable) If the item is reserved for a prospect, this is the date on which the reservation expires. For more information, see Reviewing and Editing Rental Options on page 65. Item s monthly rent amount. By default, this is the amount specified in the Market Rent field on the Rentable Items screen. (This field is only editable if the item s type is taxable) Applies sales tax to the item s monthly rent. For information about specifying the sales tax amount, see Property Defaults in the Voyager User Interface and Common Procedures Guide. Releasing Rentable Items Voyager automatically releases rentable items when you cancel a prospect or post a move-out for a resident; you can perform this procedure to manually release their items. You must manually release items from non-resident lessees. To release a rentable item from a lessee 1 From the side menu, select Residents > Rentable Items > Release Rentable Item. The Release Rentable Item filter appears. 2 In the Type field, select the type of the rentable item that you want to release, if needed. 3 Complete the other fields, as needed.

195 Yardi Voyager Residential User s Guide Click Submit. The Assign Rentable Items screen appears. Release check box 5 Select the Release check box in the row corresponding to each item that you want to release. If you hover the cursor over the code in the Lessee field, the tool-tip displays the person s full name. 6 Click Post. Managing Rentable Items and Service Charges for Lessees From a resident or non-resident lessee s resident record, you can view assigned rentable items, assign new items, and release current items. You can also apply new service charges to the lessee s ledger, or release existing ones. For information about service charges and how to set them up, see Rentable Items and Service Charges Setup on page 17. To manage a lessee s rentable items 1 On the dashboard, click the Person Search tab. 2 Complete the tab, as needed, then click Search. 3 Click the name of the lessee whose rentable items you want to manage. The Resident screen appears.

196 184 Chapter 9: Rentable Items 4 On the Data menu, click Manage Rentable Items. The Manage Rentable Items screen appears. 5 If you want to assign a rentable item or service charge to the person: a In the table on the Add Rentable Items tab, complete the row corresponding to that item or charge: Lease From Lease To Date on which the person s lease on the item begins, or when the charge begins. Date on which the person s lease on the item ends, or when the charge ends. If you do not want the lease or charge to end, leave this field empty. b Click the Add button in the row corresponding to the item or charge. 6 If you want to release a rentable item or service charge from the person, click the Release button in the row corresponding to that item in the table on the Review & Release Rentable Items tab.

197 185 CHAPTER 10 Unit Pricing In this chapter: Unit Pricing Overview Unit Pricing Navigation Rent Increase Procedures Leasing Special Procedures Revenue-Management Leasing Specials Unit Amenity Procedures This chapter describes how to change market rent with price increases, specials, and unit amenities. Unit Pricing Overview If market conditions change or your property undergoes renovations, you may want to change the amount that residents pay for monthly rent when they sign or renew leases. This amount is determined by the market rent. A unit s market rent determines a resident s default monthly rent amount when the resident signs or renews a lease for the unit. A unit-type s market rent determines the default market rent for new units with the type. There are three ways by which you can change market rent: If you want to directly increase a unit or unit-type s market rent amount by a flat amount or a percentage, you can use a rent increase. If you want to offset a unit s market rent for residents who participate in a deal or offer such as signing up for a specific lease-term when they sign or renew a lease, you can use leasing specials. If you want to directly increase or decrease market rent for units with a specific feature, such as a fireplace, you can use a unit amenity. For information about increasing current residents monthly rent amounts, see Increasing Monthly Rent for Residents on page 117.

198 186 Chapter 10: Unit Pricing Unit Pricing Navigation Task Increase market rent for units or unit types Add a unit leasing special Add a unit-type leasing special Review or edit a unit leasing special Review or edit a unit-type leasing special Copy unit-type specials to another unit type Add unit amenities Update unit amenities Copy amenities from one property to another property Navigation Unit Pricing > Unit Rent Increase Unit Pricing > Specials > Update Specials Unit Pricing > Specials > Update Specials Unit Pricing > Specials > Update Specials Unit Pricing > Specials > Update Specials Unit Pricing > Specials > Copy Unit-Type Specials Setup > Property > Find Property Setup > Property > Find Property Unit Pricing > Amenity Based Pricing > Copy Prop to Prop Rent Increase Procedures This section describes how to directly increase market rent for units and unit types. Increasing Market Rent for Units and Unit Types A rent increase directly increases the market rent amounts of units and their unit types by either a flat amount of a percentage. For example, a property has three two-bedroom units. The unit type s market rent is $1,000 and the units market rents are $950, $1,000, and $1,050. If you perform a rent increase of $50, the unit type s new market rent is $1,050 and the units new market rents are $1,000, $1,050, and $1,100, respectively. Any new two-bedroom units that you add will have a default market rent of $1,050. When you increase a unit s market rent, Voyager updates the appropriate unit and unit history records. The new amount affects residents who sign or renew leases for the unit, although their actual monthly rent amount may differ depending on available leasing specials and amenities. Do not perform this procedure if your property is set up for Revenue Management. For more information, contact your system administrator.

199 Yardi Voyager Residential User s Guide 187 To increase market rent for units or unit types 1 From the side menu, select Unit Pricing > Unit Rent Increase. The Unit Rent Increase filter appears. 2 In the Type field, select whether you want to increase market rent amounts by a flat amount or a percentage. 3 In the Increase Amount field, type the flat amount or pecentage by which you want to increase the current market rent amounts. 4 Complete the filter. For information about the fields on this screen, see Unit Rent Increase Filter Reference on page Click Submit. Unit Rent Increase Filter Reference Unit Type Increase for Increase Unit History Report Only Limits the rent increase to units with the unit type. Determines if the rent increase applies to unit types: Unit Increases market rent only for units. Unit/Unit Type Increases market rent for units and unit types. Yes Determines if the rent increase occurs: Yes Voyager only generates the Unit Rent Increase report. No Voyager generates the Unit Rent Increase report and increases market rent for the specified units and unit types.

200 188 Chapter 10: Unit Pricing Leasing Special Procedures In this section: Adding Leasing Specials Reviewing and Editing Leasing Specials Copying Unit-Type Leasing Specials This section describes how to add leasing specials. Leasing specials are deals or offers that prospects select when they apply for units and that residents select when they renew leases. Specials can occur once, such as a bonus for renewing early, or repeat monthly, such as a rent discount for signing a 14-month lease. When a new lease begins, Voyager adds the resident s selected specials as lease charges with negative amounts and credits the resident when monthly charges are posted. Adding Leasing Specials There are two kinds of leasing specials that you can add. Unit leasing specials are available for only one unit. Unit-type leasing specials are available for every unit with a specific unit type. Specials can occur once or repeat every month for a specific number of months. If you want to divide the amount of a repeating special by the number of months in a lease-term, you can prorate the special. Prorated specials are multiplied by the number of repeats. For example, you can set up a $600 special for a 12-month lease in the following ways: Repeat No. of Repeats Prorate Result No N/A N/A $600 at the starting month Yes 1 No $600 at the starting month Yes 2 No $600 at the starting month and $600 the next month Yes 1 Yes $50 every month ($600 special 12 months = $50 per month 1 repeat = $50 per month) Yes 2 Yes $100 every month ($600 special 12 months = $50 per month 2 repeats = $100 per month) This section includes the following procedures: To add a unit leasing special To add a unit-type leasing special

201 Yardi Voyager Residential User s Guide 189 To add a unit leasing special 1 From the side menu, select Unit Pricing > Specials > Update Specials. The update specials screen appears. 2 Complete the top part of the screen. 3 Click the Unit Specials tab. 4 Click the New Record button. The Leasing Specials screen appears. Amount Type field 5 In the Amount Type field, select whether you want the unit leasing special to be a flat amount or a percentage of the market rent. 6 In the Amount field, type the flat amount or the pecentage by which you want to decrease the market rent. 7 Complete the rest of the screen. For information about the fields on this screen, see Leasing Specials Screen Reference on page Click Save.

202 190 Chapter 10: Unit Pricing Leasing Specials Screen Reference Lease Type Unit Unit Type Charge Code Start Date Expiration Date Recurrence Type of lease for which the leasing special is available: New Move-In The special is available for prospects signing new leases. Renewal The special is available for residents renewing leases. NOTE If you want to select both options: select one option, hold CTRL, and click the other option. (This field appears only when adding a leasing special for a unit) Unit for which you want to add the special. (This field appears only when adding a leasing special for a unit type) Unit type for which you want to add the special. Charge code for the special. Your system administrator sets up the options for this field. Date on which the special is available for selection. If the special is available immediately, leave this field empty. NOTE Your system administrator may require you to complete this field. Date on which the special can no longer be selected. If the special can be selected indefinitely, leave this field empty. NOTE Your system administrator may require you to complete this field. Determines if the special repeats: One-Time The special occurs only once. Recurring The special repeats every month. NOTE If you select the Recurring option, the Proration and the Recurrences fields appear; you must complete these fields.

203 Yardi Voyager Residential User s Guide 191 Proration Recurrences Lease Term From Lease Term To Taxable Modifiable Starting Month Show on Portal Portal Description (This field appears only if you select Recurring in the Reccurence field) Determines if the special is prorated: None The special is not prorated. Life-of-Lease The special is prorated. (This field appears only if you select Recurring in the Reccurence field) Number of repeats for the repeating special. Shortest lease term for which the special is available. Longest lease term for which the special is available. If you do not want to specify a longest term, leave this field empty. Applies sales tax to the special. For information about setting up sales tax for a property, see Property Defaults in the Voyager User Interface and Common Procedures Guide. Enables users to modify the amount of the special when they select it. Month in which the special begins. Enables prospects or residents to select the special in Yardi Portal. NOTE Voyager shows Portal users their effective rent amounts when they select specials. Description of the special on Yardi Portal and RENTCafé (for example: $100 off first month). To add a unit-type leasing special 1 From the side menu, select Unit Pricing > Specials > Update Specials. The update specials screen appears. 2 Complete the top part of the screen.

204 192 Chapter 10: Unit Pricing 3 Click the Add Special button in the row corresponding to the unit type to which you want to add a special. The Leasing Specials screen appears. Amount Type field 4 In the Amount Type field, select whether you want the unit leasing special to be a flat amount or a percentage of the market rent. 5 In the Amount field, type the flat amount or the percentage by which you want to decrease the market rent. 6 Complete the rest of the screen. For information about the fields on this screen, see Leasing Specials Screen Reference on page Click Save. Reviewing and Editing Leasing Specials You can review or edit a leasing special at any time. Any changes that you make will go into effect when you next select the special for a prospect or resident. This section includes the following procedures: To review or edit a unit leasing special To review or edit a unit-type leasing special To review or edit a unit leasing special 1 From the side menu, select Unit Pricing > Specials > Update Specials. The update specials screen appears. 2 Complete the top part of the screen, as needed. 3 Click the Unit Specials tab.

205 Yardi Voyager Residential User s Guide Click the Edit button in the row corresponding to the special that you want to review. The Leasing Specials screen appears. 5 Edit as needed. For information about the fields on this screen, see Leasing Specials Screen Reference on page If you made any changes, click Save. To review or edit a unit-type leasing special 1 From the side menu, select Unit Pricing > Specials > Update Specials. The update specials screen appears. 2 Complete the top part of the screen, as needed. 3 Click the Unit-Type Specials tab. 4 Click the Edit button in the row corresponding to the special that you want to review. The Leasing Specials screen appears. 5 Edit as needed. For information about the fields on this screen, see Leasing Specials Screen Reference on page If you made any changes, click Save. Copying Unit-Type Leasing Specials You can copy a unit type s leasing specials to other unit types. To copy a unit type s leasing specials to another unit type 1 From the side menu, select Unit Pricing > Specials > Copy Unit-Type Specials. The Copy Unit- Type Leasing Specials screen appears. 2 Complete the screen. For more information, see Copy Unit-Type Leasing Specials Screen Reference on page Click Submit. If you selected No in the Skip Existing field, a warning message may appear at the top of the screen. Verify that you want to copy specials to unit types with existing specials and click Submit again.

206 194 Chapter 10: Unit Pricing Copy Unit-Type Leasing Specials Screen Reference From Property From Unit Type To Prop/List To Unit Type Skip Existing Property that is associated with the unit type. If the unit type is not associated with a specific property, select any property. Unit type whose leasing specials you want to copy. Property that will be associated with the new specials. NOTE You can complete this field only if the unit type is not associated with a specific property. Unit type to which you want to copy the specials. Determines if Voyager copies specials to unit types with existing specials: Yes Voyager does not copy specials to unit types with existing specials. No Voyager copies specials to unit types with existing specials.

207 Revenue-Management Leasing Specials Yardi Voyager Residential User s Guide 195 In this section: Setting Up Default Revenue-Management Leasing Specials Posting Revenue-Management Leasing Specials This section describes how to set up revenue-management (RM) leasing specials. The procedures are intended only for properties that use Revenue Management with Rainmaker LRO. The revenue management agency Rainmaker LRO can generate recurring leasing specials based on a property s pricing trends. LRO calculates a maximum special amount for each lease term offered for each unit type. By default, it generates a recurring special with the maximum amount. You can distribute the special over the life of the lease, or have it reoccur for a specific number of months. You can also create a static, one-time special. LRO subtracts its amount from the maximum amount to determine the recurring special amount. For example: Maximum Amount (Calculated by LRO) One-Time Amount Proration Recurring amount for 12-month lease (Generated by LRO) $1,200 None Life of lease $100 per month ($1, months) $1,200 $300 Life of lease $75 per month [($1,200 - $300) 12 months] $1,200 None 3 months $400 per month, for 3 months ($1,200 3 months) $1,200 $300 3 months $300 per month, for 3 months [($1,200 - $300) 3 months] As pricing trends at the property change, LRO regularly recalculates maximum special amounts and generates new specials. To set up RM specials for a property, you need only specify options for each unit-type; Task Runner posts new specials and expires previous specials nightly. If you require more control, you can edit specials for each lease term offered for a unit type and manually post them. Your system administrator adds and schedules Task Runner tasks. For more information, see Adding and Scheduling Tasks for Voyager Residential in the Voyager Residential Setup Guide.

208 196 Chapter 10: Unit Pricing Posting RM specials adds unit-type and unit specials to the Voyager database. Users can select these specials during leasing and renewal procedures, with the following restrictions: On the Concessions tab on the Prospect Guest Card screen, the total amount of specials (including non-rm specials) must be less than the current calculated maximum. On the Move In screen, the total amount of specials (including non-rm specials) must be less than the current calculated maximum. On the Lease Proposal screen, the total amount of specials (including non-rm specials) must be less than the current calculated maximum. Additionally, the following changes apply: The Max Concessions column appears on the Lease Proposal summary screen. The LRO Concessions section appears on the Lease Proposal detail screen. To add a lease special on the Lease Proposal detail screen, click the Add Lease Charge link (instead of the Add Specials link). Use one of the defined leasing-special charge codes. For more information, see Reviewing and Editing Leasing Specials on page 192. Setting Up Default Revenue-Management Leasing Specials Before LRO can generate RM leasing specials, you set up a property s default specials at the unit-type level. You perform this procedure only once. This includes specifying the following: One-time special amount (optional) Recurring special proration type (none or life-of-lease) Recurring special number of recurrences After you set up default specials, Task Runner automatically posts new specials that LRO generates and expires the previous ones. If Task Runner is not running, or if you want to edit the specials for each term before posting them, you must manually post the specials. For more information, see Posting Revenue-Management Leasing Specials on page 198. To set up a property s default RM leasing specials 1 From the side menu, select Setup > Property > Find Property. The Property filter appears. 2 Complete the filter and click Submit. The Property screen appears. 3 On the Functions menu, click RM Concession Default. The RM Concession Default screen appears. 4 Complete the screen. For more information, see RM Concession Default Screen Reference on page Click Save.

209 Yardi Voyager Residential User s Guide 197 RM Concession Default Screen Reference Auto-Post to Specials One-Time Charge Code One-Time Special Amount Proration Type Recurring Charge Code Recurring Amount Starting Month No. of Recurrence Taxable Modifiable Determines if Task Runner automatically posts RM leasing specials. No Task Runner does not post specials; you must manually post them. For more information, see Posting Revenue-Management Leasing Specials on page 198. Yes Task Runner automatically posts specials. NOTE Posting RM leasing specials expires previous RM leasing specials. Charge code that Voyager uses for the corresponding unit type s one-time special. NOTE If you do not want to create a one-time special, leave this field blank. Amount of the corresponding unit type s one-time special. NOTE If you do not want to create a one-time special, leave this field empty. Method by which Voyager applies the corresponding unit type s recurring special amount: None Applies the recurring special amount each month for the number of months specified in the No. of Recurrence field. Life of Lease Distributes the recurring special amount across all months in a lease term. Charge code that Voyager uses for the corresponding unit type s recurring special. Manual amount of the corresponding unit type s recurring special. Typically, you should leave this field empty; complete this field only if you do not want LRO to generate the special amount based on pricing trends. NOTE If you complete this field, the total recurring amount is equal to the recurring amount multiplied by the number of recurrences. For example, if the recurring amount is $200 with 3 recurrences, the total recurring amount is $600 ($200 3 recurrences). The sum of the total recurring amount and the one-time special amount (if specified) must be less than the maximum special amount that LRO generates. Lease month in which the recurring special begins. (Required if you select None in the Proration Type field) Number of months for which Voyager applies the unit type s recurring special. Special is taxable. Users can modify the special during the leasing process.

210 198 Chapter 10: Unit Pricing Posting Revenue-Management Leasing Specials Before you manually post a unit type s RM leasing specials, you can edit them for each lease term; the total amount for a term cannot exceed the maximum amount that LRO generates for that term. Add default RM leasing specials one time before you perform this procedure. For more information, see Setting Up Default Revenue-Management Leasing Specials on page 196. To manually post RM leasing specials 1 From the side menu, select Unit Pricing > Specials > RM Concession Mgmt. The RM Concession Mgmt filter appears. 2 Complete the filter and click Submit. The RM Concession Mgmt screen appears. 3 Complete the screen. For more information, see RM Concession Mgmt Screen Reference on page Click Save. 5 Click Post. RM Concession Mgmt Screen Reference Unit Type Max Concession One-Time Charge Code One-Time Special Amount (This field is read only) Maximum allowed sum of the one-time and recurring leasing specials for the corresponding lease term. You cannot post specials for the term if the sum is greater than the maximum. NOTE LRO regularly updates this maximum as pricing trends change. Charge code that Voyager uses for the corresponding term s one-time special. NOTE If you do not want to create a one-time special, leave this field blank. Amount of the corresponding term s one-time special. NOTE If you do not want to create a one-time special, leave this field empty.

211 Yardi Voyager Residential User s Guide 199 Proration Type Recurring Special Charge Code Unit-Type Recurring Amount Starting Month Method by which Voyager applies the corresponding term s recurring special amount: None Applies the recurring special amount each month for the number of months specified in the # of Recurrences field. Life of Lease Distributes the recurring special amount across all months in the term. Charge code that Voyager uses for the corresponding term s recurring special. Manual amount of the corresponding term s recurring special. Typically, you should leave this field empty; complete this field only if you do not want LRO to generate the special amount based on pricing trends. NOTE If you complete this field, the total recurring amount is equal to the recurring amount multiplied by the number of recurrences. For example, if the recurring amount is $200 with 3 recurrences, the total recurring amount is $600 ($200 3 recurrences). The sum of the total recurring amount and the one-time special amount (if specified) must be less than the maximum special amount that LRO generates. Lease month in which the recurring special for the corresponding term begins. # of Recurrences (Required if you select None in the Proration Type field) Number of months for which Voyager applies the recurring special for the corresponding term. Taxable Modifiable Select Special is taxable. Users can modify the special during the leasing process. Posts the special for the corresponding term when you click Post.

212 200 Chapter 10: Unit Pricing Unit Amenity Procedures In this section: Adding Unit Amenities Updating Unit Amenities Copying Unit Amenities to Properties This section describes how to change market rent with unit amenities. Unit amenities are features in a unit that either increase or decrease the unit s market rent. You add all available unit amenities first to a property, then copy them to the appropriate units. Then, you update the units market rent amounts based on the amenities. When you need to change the amount by which an amenity increases or decreases market rent, you can edit the amenity at the property level, then copy the changes to the appropriate units and update the market rent amounts again. For example, all units at a property have a market rent of $900, but some units overlook a lake while others overlook a parking lot. You can add lake-view and parking-view unit amenities to the property the lake-view amenity increases the market rent by $15, while the parking-view amenity decreases it by $10. Then, you can copy each amenity to the appropriate units and update the market rent amounts for all units. Units that overlook the lake will now have a market rent of $915, while units that overlook the parking lot will have a market rent of $890. Later, if you want to encourage prospects to select units that overlook the parking lot, you can change the amount by which the parking-view amenity decreases market rent to $20, copy the changes to the appropriate units, and update market rent amounts. Units that overlook the parking lot will now have a market rent of $880, while units that overlook the lake will not be affected. Adding Unit Amenities Perform procedures in the following order: 1 Add unit amenities to a property. 2 Copy amenities from the property to units. 3 Update proposed amenities. 4 Update market rent. When you copy amenities from a property to a unit, Voyager creates a rent amenity, which it uses to calculate changes to the unit s market rent due to amenities. You must not edit the rent amenity. When you update market rent, Voyager updates the appropriate unit and unit history records. The new amount affects residents who sign or renew leases for the unit, although their actual monthly rent amount may differ depending on available leasing specials.

213 Yardi Voyager Residential User s Guide 201 To add unit amenities 1 From the side menu, select Setup > Property > Find Property. The Property filter appears. 2 Complete the filter, as needed, and click Submit. The Property screen appears. 3 On the Functions menu, click Amenities. The Amenities screen appears. 4 For each unit amenity that you want to add to the property: a Click New. Voyager clears the fields on the screen. Current Date Proposed Date b c d In the Current Amount and Proposed Amount fields, type the amount by which the unit amenity changes the market rent. If the amenity increases market rent, type a positive value. If the amenity decreases market rent, type a negative value. In today s date and Proposed Date fields, type today s date. Complete the following fields: Amenity Notes Type of the amenity. Your system administrator sets up the options for this field. Complete this field as instructed by your organization. e Click Save. 5 For each amenity that you want to copy to units: a b c From the side menu, select Unit Pricing > Amenity-Based Pricing > Copy Prop to Units. The Copy Prop to Units filter appears. Complete the filter. For more information about the fields on this screen, see Copy Prop to Units Filter Reference on page 203. Click Submit. The Copy Prop to Units report appears.

214 202 Chapter 10: Unit Pricing 6 From the side menu, select Unit Pricing > Amenity-Based Pricing > Update Proposed Amenities. The Update Proposed Amenities filter appears. 7 Complete the filter, as needed, and click Submit. The Update Proposed Amenities report appears. 8 From the side menu, select Unit Pricing > Amenity Based Pricing > Update Unit Rent. The Update Unit Rent filter appears. 9 Complete the filter: Date Report Only Update Deposit Current date. Determines the procedures that Voyager performs: Y Voyager only generates the Update Unit Rent report. N Voyager generates the Update Unit Rent report and updates unit rents. Determines if Voyager updates the unit s deposit amount to the new market rent amount: Y Voyager updates the unit s deposit to the new market rent amount. N Voyager does not update the unit s deposit amount. 10 Click Submit.

215 Yardi Voyager Residential User s Guide 203 Copy Prop to Units Filter Reference Property Amenity Unit Unit Type Date Rent Only Property whose amenities you want to copy. Amenity that you want to copy. You can select multiple amenities. NOTE If you select Yes in the Rent Only field, Voyager will not copy any of these amenities. Unit to which you want to copy the amenities. You can select multiple units. Types of units to which you want to copy the amenities. You can select multiple unit types. NOTE If you complete this field and leave the Unit field empty, Voyager will copy the property amenities to all units with the specified unit type. Current date. Determines if Voyager creates only a rent amenity for the selected units: Yes Voyager creates only the rent amenity. No Voyager creates rent amenity and all amenities selected in the Amenity field. Updating Unit Amenities You can edit the amount by which a unit amenity changes market rent at any time. Perform procedures in the following order: 1 Type new proposed amounts and dates for unit amenities at the property level. 2 Update proposed amenities. 3 Update market rent. You begin by editing property-level amenities and typing new proposed amounts and dates. When you update proposed amenities, Voyager copies the new proposed amounts and dates from propertylevel amenities to unit-level amenities. When you update market rent, Voyager updates the appropriate unit and unit history records, replaces the property-level amenities current amounts and dates with the proposed ones, and replaces the past amounts and dates with the current ones. The new rent amount affects residents who sign or renew leases for the unit, although their actual monthly rent amount may differ depending on available leasing specials.

216 204 Chapter 10: Unit Pricing To update unit amenities 1 From the side menu, select Setup > Property > Find Property. The Property filter appears. 2 Complete the filter, as needed, and click Submit. The Property screen appears. 3 On the Functions menu, click Amenities. The Amenities screen appears. Proposed Date 4 For each unit amenity that you want to update: a b c d From the side menu, select that amenity. In the Proposed Amount field, type the new amount by which the unit amenity changes the market rent. If the amenity increases market rent, type a positive value. If the amenity decreases market rent, type a negative value. In the Proposed Date field, type the date on which the new amount goes into effect. This field is for informational purposes only. Click Save. 5 From the side menu, select Unit Pricing > Amenity-Based Pricing > Update Proposed Amenities. The Update Proposed Amenities filter appears. 6 Complete the filter, as needed, and click Submit. The Update Proposed Amenities report appears. 7 From the side menu, select Unit Pricing > Amenity-Based Pricing > Update Unit Rent. The Update Unit Rent filter appears.

217 Yardi Voyager Residential User s Guide Complete the filter: Date Report Only Update Deposit Current date. Determines the procedures that Voyager performs: Y Voyager only generates the Update Unit Rent report. N Voyager generates the Update Unit Rent report and updates unit rents. Determines if Voyager updates the unit s deposit amount to the new market rent amount: Y Voyager updates the unit s deposit to the new market rent amount. N Voyager does not update the unit s deposit amount. 9 Click Submit. The Update Unit Rent Report appears. Copying Unit Amenities to Properties You can copy unit amenities from one property to another. The units in the property to which you copy amenities are not affected by updates to the original property s amenities. To copy unit amenities from a property to another property 1 From the side menu, select Unit Pricing > Amenity-Based Pricing > Copy Prop to Prop. The Copy Prop to Prop filter appears. 2 Complete the filter and click Submit.

218 206 Chapter 10: Unit Pricing

219 207 CHAPTER 11 Market Surveys In this chapter: Market Surveys Overview Market Surveys Navigation Market Surveys Procedures Market Surveys Reports This chapter describes how to use market surveys to compare data between your properties and competitors properties. Market Surveys Overview You can compare your properties to your competitors properties with market surveys. A market survey is a detailed review of a property s management status, occupation rates, fees, pet policies, renovations, lease options, rent rates, and leasing specials. Typically, your organization hires locators to gather data for market surveys. Once the data is gathered, you can enter it in Voyager and compare data across properties. Before you can add a market survey for a competitor s property, you must add a comparison property. A comparison property is a record for a competitor s property and includes data about the property s region, buildings, rankings, amenities, and unit types. You can provide the same data for your own property by editing the property as a subject property. A subject property is one of your own properties for which you provide market-survey data. After you have added comparison properties, added market-survey property data to subject properties, and added market surveys to both, you can view market-survey reports and graphs in order to analyze your competitors. If your property is set up for Revenue Management, your revenue-management agency uses market-survey information to generate optimal market rent for units. For more information, contact Yardi technical support.

220 208 Chapter 11: Market Surveys Market Surveys Navigation Task Add a comparison property Add market-survey information for a subject property Review or edit a subject property Review or edit a comparison property Add a comparison-property group Review or edit a comparisonproperty group Add a market survey to a subject or comparison property Generate market surveys for a subject property Review or edit a market survey for a subject or comparison property Navigation Revenue Management > Market Surveys > Properties > Add Comparison Property Revenue Management > Market Surveys > Properties > Review Subject Property Revenue Management > Market Surveys > Properties > Review Subject Property Revenue Management > Market Surveys > Properties > Review Comparison Property Revenue Management > Market Surveys > Comparison Group > Add Comparison Group Revenue Management > Market Surveys > Comparison Group > Review Comparison Group Revenue Management > Market Surveys > Survey Data > Add Comp Survey Revenue Management > Market Surveys > Survey Data > Populate Subject Survey Revenue Management > Market Surveys > Survey Data > Review Survey

221 Yardi Voyager Residential User s Guide 209 Market Surveys Procedures In this section: Adding Comparison Properties Adding Market-Survey Information for Subject Properties Reviewing and Editing Subject and Comparison Properties Reviewing and Editing Property Amenities for Subject and Comparison Properties Reviewing and Editing Unit Amenities for Subject and Comparison Properties Reviewing and Editing Unit Types for Subject and Comparison Properties Relating Subject and Comparison Properties Removing Relationships Between Subject and Comparison Properties Adding Comparison-Property Groups Reviewing and Editing Comparison-Property Groups Adding Market Surveys for Subject and Comparison Properties Generating Market Surveys for Subject Properties Reviewing and Editing Market Surveys for Subject and Comparison Properties Reviewing and Editing Unit-Type Market-Survey Data for Subject and Comparison Properties This section describes how to edit subject properties and add comparison properties, comparison property groups, and market surveys. Perform procedures in the following order: 1 Add comparison properties. 2 Add market-survey information for subject properties. 3 Relate subject properties to comparison properties. 4 Add comparison property groups, if needed. 5 Add market surveys for each comparison property. 6 Generate one survey for each subject property. 7 Edit each generated survey and complete all fields. 8 Generate additional surveys for each subject property. 9 Generate market-survey reports. For more information, see Market Surveys Reports on page 239.

222 210 Chapter 11: Market Surveys Adding Comparison Properties Once you have gathered data about a competitor s property, you can add a comparison property. Adding a comparison property includes the following procedures: 1 Completing market-survey information for the property. 2 Adding and selecting property amenities. Property amenities are property-wide features that increase or decrease the overall value of a property, such as a pool or fitness center. They are relevant only to market surveys and do not affect market rent. When you add a property amenity, you can select it for all subject and comparison properties. 3 Adding and selecting unit amenities. Unit amenities are unit-specific features that increase or decrease a unit s market rent. For information about unit amenities in the context of unit pricing, see Unit Amenity Procedures on page 200. When you add a unit amenity, you can select it for all subject and comparison properties. If unit amenities were added to your subject properties for unit-pricing purposes, you can select them for comparison properties. 4 Adding unit types. Voyager compares the unit types that you add to a comparison property to those that you add to your subject properties for unit-setup procedures. For more information, see Adding Unit Types in the Voyager User Interface and Common Procedures Guide. To add a comparison property 1 From the side menu, select Revenue Management > Market Surveys > Properties > Add Comparison Property. The Market Surveys Comparison Property screen appears. 2 Complete the top part of the screen: Code Unique property code. This code can be any combination of up to eight letters and numbers.

223 Yardi Voyager Residential User s Guide Complete the rest of the screen, as needed. For more information, see Market Surveys Comparison Property Screen Reference on page Click Save. 5 Click Edit. 6 Click the Property Amenities tab. 7 Click the New Record button. The Property Amenities screen appears. 8 For each property amenity that you want to add: a Click the New Record button. The Add Amenity screen appears. b c In the Amenity field, type the name of the amenity. Click Save.

224 212 Chapter 11: Market Surveys 9 For each property amenity that you want to select for the property: a Click the Add button in the row corresponding to that amenity. The Amenity screen appears. b Complete the screen: Value Comments Amount by which the amenity increases or decreases the property s overall value. This value is arbitrary and used only for market-survey reports. Complete this field as your organization requires. c Click Save. 10 Click Close. 11 Click the Unit Amenities tab. 12 Click the New Record button. The Unit Amenities screen appears.

225 Yardi Voyager Residential User s Guide For each unit amenity that you want to add: a Click the New Record button. The Add Amenity screen appears. b c In the Amenity field, type the name of the amenity. Click Save. 14 For each unit amenity that you want to select for the property: a Click the Add button in the row corresponding to that amenity. The Amenity screen appears. b Complete the screen: Value Comments Amount by which the amenity increases or decreases the property s overall value. This value is arbitrary and used only for market-survey reports. Complete this field as your organization requires. c Click Save. 15 Click Close. 16 Click the Unit Types tab. 17 For each unit type that you want to add to the property: a Click the New Record button. The Unit Types screen appears. b c Complete the screen, as needed. For more information, see Unit Types Screen Reference on page 215. Click Save.

226 214 Chapter 11: Market Surveys Market Surveys Comparison Property Screen Reference The Market Surveys Comparison Property and the Market Survey Subject Property screens are identical. Details Tab Region Submarket Class Total Units Total Res Units Max Stories Min Stories Mapsco Job Code Construction Type Condition Appeal Location Size Region in which the property is located. Your system administrator sets up the options for this field. Subregion in which the property is located. Your system administrator sets up the options for this field. Letter grade for the property, from F to A+ (poor to excellent). (This field is editable only on the Market Surveys Comparison Property screen) Total number of units at the property. (This field is editable only on the Market Surveys Comparison Property screen) Total number of units at the property, excluding non-revenue units. Number of stories in the tallest building at the property. Number of stories in the shortest building at the property. Mapsco book and grid coordinates for the property, if available. (This field is not used with Voyager Residential) (This field is not used with Voyager Residential) Rating of the property s physical condition, from 1-5 (poor to excelent). Rating of the property s aesthetic appeal, from 1-5 (low to high). Rating of the desirability of the property s location, from 1-5 (low to high). Rating of the property s size, from 1-5 (small to large).

227 Yardi Voyager Residential User s Guide 215 Unit Types Screen Reference For information about the Rent History and Unit Type Statistics tabs, see Reviewing and Editing Unit-Type Market- Survey Data for Subject and Comparison Properties on page 235. Code Name Units Bedrooms Baths ADU Study Den Sunroom Efficiency Garage (This field is editable only for comparison properties) Unique code for the unit type. This code can be any combination of up to ten letters or numbers. (This field is editable only for comparison properties) Name or description for the unit type. (This field is only editable for comparison properties) Number of units with this unit type at the property. NOTE The sum of the number of units for each unit type cannot exceed the total number of units. (This field is editable only for comparison properties) Number of bedrooms for the unit type. (This field is editable only for comparison properties) Number of bathrooms for the unit type. Unit type is an Affordable Dwelling Unit. Unit type includes a study. Unit type includes a den. Unit type includes a sunroom. Unit type is an efficiency (also known as a studio). Unit type includes a garage.

228 216 Chapter 11: Market Surveys Loft Tax Credit Townhouse Penthouse Subject Unit Type Unit type is a loft. Unit type is for a tax-credit property. Unit type is a townhouse. Unit type is a penthouse. Your own unit types that are comparable to this unit type. Adding Market-Survey Information for Subject Properties In order to compare comparison properties to your own properties, you must review your own properties as subject properties and add the necessary market-survey information. Adding market-survey information for a subject property includes the following procedures: 1 Completing market-survey information for the property. 2 Adding and selecting property amenities. Property amenities are property-wide features that increase or decrease the overall value of a property, such as a pool or fitness center. They are relevant only to market surveys and do not affect market rent. When you add a property amenity, you can select it for all subject and comparison properties. 3 Adding and selecting additional unit amenities, if needed. Unit amenities are unit-specific features that increase or decrease a unit s market rent. Voyager selects unit amenities that were already selected for unit pricing purposes, but you can also add and select new ones. When you add a unit amenity, you can select it for all subject and comparison properties. Any unit amenities that you add or edit on the subject-property record will not affect the unit amenities on the property record. 4 Editing market-survey information for the property s unit types, if needed. Voyager completes most market-survey information for your unit types based on the information in your database. You can manually specify the kinds of rooms included with a unit type (den, garage), or the unit type s category (loft, townhouse) if your organization requires. To add market-survey information for a subject property 1 From the side menu, select Revenue Management > Market Surveys > Properties > Review Subject Property. The Market Surveys filter appears. 2 Complete the filter, as needed, and click Submit. The Market Surveys Subject Property screen appears. 3 Click Edit.

229 Yardi Voyager Residential User s Guide Edit as needed. For more information, see Market Surveys Comparison Property Screen Reference on page 214. The Market Surveys Comparison Property and the Market Survey Subject Property screens are identical. 5 If you made any changes, click Save. 6 Click the Property Amenities tab. 7 Click the New Record button. The Property Amenities screen appears. 8 For each property amenity that you want to add: a Click the New Record button. The Add Amenity screen appears. b c In the Amenity field, type the name of the amenity. Click Save.

230 218 Chapter 11: Market Surveys 9 For each property amenity that you want to select for the property: a Click the Add button in the row corresponding to that amenity. The Amenity screen appears. b Complete the screen: Value Comments Amount by which the amenity increases or decreases the property s overall value. This value is arbitrary and used only for market-survey reports. Complete this field as your organization requires. c Click Save. 10 Click Close. 11 Click the Unit Amenities tab. 12 Click the New Record button. The Unit Amenities screen appears. 13 Edit as needed. For more information, see Reviewing and Editing Unit Amenities for Subject and Comparison Properties on page Click Close. 15 Click the Unit Types tab. 16 For each unit type whose market-survey information you want to edit: a b c Click the name of that unit type. The Unit Types screen appears. Edit as needed. For information about the fields on this screen, see Unit Types Screen Reference on page 215. Click Save.

231 Yardi Voyager Residential User s Guide 219 Reviewing and Editing Subject and Comparison Properties You can edit a subject or comparison property at any time. To review or edit a subject or comparison property 1 If you want to review a subject property: a b From the side menu, select Revenue Management > Market Surveys > Properties > Review Subject Property. The Market Surveys filter appears. Complete the filter and click Submit. The Market Surveys Subject Property screen appears. 2 If you want to review a comparison property: a b From the side menu, select Revenue Management > Market Surveys > Properties > Review Comparison Property. The Market Surveys filter appears. Complete the filter and click Submit. The Market Surveys Comparison Property screen appears. 3 Click the Edit button. 4 Edit as needed. For more information, see Market Surveys Comparison Property Screen Reference on page 214. The Market Surveys Comparison Property and the Market Survey Subject Property screens are identical. 5 If you made any changes, click Save. Reviewing and Editing Property Amenities for Subject and Comparison Properties You can edit property amenities for a subject or comparison property at any time. To review or edit a subject or comparison property s property amenities 1 If not already open, open the record for the subject or comparison property whose property amenity you want to review. For more information, see Reviewing and Editing Subject and Comparison Properties on page Click the Property Amenities tab.

232 220 Chapter 11: Market Surveys 3 Click the New Record button. The Property Amenities screen appears. 4 If you want to deselect an amenity, click the Delete button in the row corresponding to that amenity. The amenity moves to the Available Amenities section. 5 If you want to add a new amenity: When you add a property amenity, you can select it for all subject and comparison properties. a Click the New Record button. The Add Amenity screen appears. b c In the Amenity field, type the name of the new available amenity. Click Save. 6 If you want to select an amenity: a Click the Add button in the row corresponding to that amenity. The Amenity screen appears. b c d In the Value field, type the amount by which the amenity increases or decreases rent at the property. Complete the Comments field, as required by your organization. Click Save.

233 Yardi Voyager Residential User s Guide If you want to review or edit a selected amenity: a b c d Click the name of that amenity. The Amenity screen appears. Edit as needed. If you made any changes, click Save. If you did not make any changes, click Close. Reviewing and Editing Unit Amenities for Subject and Comparison Properties You can edit unit amenities for a subject or comparison property at any time. Any unit amenities that you add or edit on a subject-property record will not affect the unit amenities on the property record. To review or edit a subject or comparison property s unit amenities 1 If not already open, open the record for the subject or comparison property whose unit amenities you want to review. For more information, see Reviewing and Editing Subject and Comparison Properties on page Click the Unit Amenities tab. 3 Click the New Record button. The Unit Amenities screen appears. 4 If you want to deselect an amenity, click the Delete button in the row corresponding to that amenity. The amenity moves to the Available Amenities section.

234 222 Chapter 11: Market Surveys 5 If you want to add a new amenity: When you add a unit amenity, you can select it for all subject and comparison properties. a Click the New Record button. The Add Amenity screen appears. b c In the Amenity field, type the name of the new amenity. Click Save. 6 If you want to select an available amenity: a Click the Add button in the row corresponding to the amenity that you want to select. The Amenity screen appears. b c d In the Value field, type the amount by which the amenity increases or decreases rent at the property. Complete the Comments field, as required by your organization. Click Save. 7 If you want to review or edit a selected amenity: a b c d Click the name of that amenity. The Amenity screen appears. Edit as needed. If you made any changes, click Save. If you did not make any changes, click Close.

235 Yardi Voyager Residential User s Guide 223 Reviewing and Editing Unit Types for Subject and Comparison Properties You can edit unit types for subject and comparison properties at any time. Any changes that you make to a subject property s unit type will not affect the unit-type record. To review or edit a unit type for a subject or comparison property 1 If not already open, open the record for the subject or comparison property for which you want to review a unit type. For more information, see Reviewing and Editing Subject and Comparison Properties on page Click the Unit Types tab. 3 Click the name of the unit type that you want to review. The Unit Types screen appears. 4 Edit as needed. For information about the fields on this screen, see Unit Types Screen Reference on page If you made any changes, click Save. Relating Subject and Comparison Properties When you generate market-survey reports for a subject property, Voyager, by default, shows information about the related comparison properties and other subject properties. You must relate at least one comparison property to a subject property. To relate a subject property to a comparison property or another subject property 1 If not already open, open the record for the subject property to which you want to relate another property. For more information, see Reviewing and Editing Subject and Comparison Properties on page On the Functions menu, click Add Comp. Property. The Property Relationship screen appears. 3 Complete the top part of the screen. For more information, see Property Relationship Screen Reference on page 224.

236 224 Chapter 11: Market Surveys 4 Click Filter. Matching properties appear in the table below. 5 Complete the row corresponding to each property that you want to relate to the subject property: Select Expires Relates the property to the subject property. Date on which the property will no longer be related to the subject property. NOTE If the property will be related to the subject property indefinitely, leave this field empty. 6 Click Save. Property Relationship Screen Reference Top Part of Screen Region Submarket Class Stories Acres Mapsco In Portfolio Limits the table on the bottom part of the screen to properties in this region. Your system administrator sets up the options for this field. Limits the table to properties in this submarket. Your system administrator sets up the options for this field. Limits the table to properties with this letter grade. Limits the table to properties within this range of stories. Limits the table to properties within this range of acres. Limits the table to the property with this Mapsco book and grid coordinates. Limits the table to subject properties instead of comparison properties.

237 Yardi Voyager Residential User s Guide 225 Removing Relationships Between Subject and Comparison Properties You can remove a subject property s relationship to another property at any time. To remove a subject property s relationship to a comparison property or another subject property 1 If not already open, open the record for the subject property whose relationship with a property you want to remove. For more information, see Reviewing and Editing Subject and Comparison Properties on page Click the Related Properties tab. 3 If you want to remove the subject property s relationship to a property, click the Delete button in the row corresponding to that property. Adding Comparison-Property Groups You can organize both comparison and subject properties into comparison-property groups. When you generate market-survey reports for a subject property, you can choose to compare a subject property with all the properties in a group instead of the subject property s related properties. To add a comparison-property group 1 From the side menu, select Revenue Management > Market Surveys > Comparison Group > Add Comparison Group. The Comparison Property Grouping screen appears. 2 Complete the screen, as needed: Code Name Unique code for the comparison-property group. This code can be any combination of up to twelve letters or numbers. Name or short description for the group. 3 Click Save. 4 Click the New Record button. The Property Relationship screen appears.

238 226 Chapter 11: Market Surveys 5 Complete the top part of the screen. For more information, see Property Relationship Screen Reference on page Click Filter. Matching properties appear in the table below. 7 Complete the row corresponding to each property that you want to add to the group: Select Expires Adds the property to the group. Date on which the property will no longer be in the group. NOTE If the property will be in the group indefinitely, leave this field empty. 8 Click Save. Reviewing and Editing Comparison-Property Groups You can edit a comparison-property group at any time. To review or edit a comparison-property group 1 From the side menu, select Revenue Management > Market Surveys > Comparison Group > Review Comparison Group. The Market Surveys filter appears. 2 Complete the filter, as needed, and click Submit. The Comparison Property Grouping screen appears. 3 If you want to delete a property from the comparison-property group, click the Delete button in the row corresponding to that property. 4 Edit as needed. For information about the fields on this screen, see Adding Comparison-Property Groups on page If you made any changes, click Save.

239 Yardi Voyager Residential User s Guide 227 Adding Market Surveys for Subject and Comparison Properties After you gather information about a property, you can add a market survey. Adding a survey includes the following procedures: 1 Adding a survey and completing survey data for the property. Survey data for a property includes the property s unit statistics, fees, lease information, pet policies, and renovations. 2 Completing survey data for each of the property s unit types. Survey data for a unit type includes the unit type s market-rent range and available leasing specials. 3 Completing the survey. Voyager completes the fields with most recent survey data so that you can edit only the data that has changed. You do not need to finish adding a survey at one time; Voyager saves the survey after you complete each procedure so that you can exit Voyager and resume adding the survey later. For more information, see Reviewing and Editing Market Surveys for Subject and Comparison Properties on page 234. Voyager can generate surveys for your subject properties by using the data in your database. For more information, see Generating Market Surveys for Subject Properties on page 233. To add a market survey for a subject or comparison property 1 From the side menu, select Revenue Management > Market Surveys > Survey Data > Add Comp Survey. The Property Survey Data Filter appears. 2 Complete the filter, as needed: Subject Property OR Comp Property Survey Date Subject property for which you want to add a market survey. NOTE If you complete this field, do not complete the OR Comp Property field. Comparison property for which you want to add a survey. NOTE If you complete this field, do not complete the Subject Property field. Date on which the survey data was gathered. 3 Click Submit. The Property Survey Data screen appears. 4 Complete the screen, as needed. For more information, see Property Survey Data Screen Reference (Property) on page Click Next. Voyager saves the survey. New fields related to one of the property s unit types appears.

240 228 Chapter 11: Market Surveys 6 For each of the property s unit types: a b c d e Complete the top and bottom parts of the screen, as needed. For more information, see Property Survey Data Screen Reference (Unit Type) on page 232. In the Concessions spreadsheet, complete a row corresponding to each leasing special that is available for the unit type. For more information, see Property Survey Data Screen Reference (Unit Type) on page 232. If you want to add a row to the spreadsheet, click the More Rows link at the bottom of the spreadsheet. If you want to delete a special, select the Delete check box in the row corresponding to that special. Click Next. Voyager saves the survey and deletes any specials marked for deletion. If you completed the screen for the last unit type, a table that summarizes survey data appears. 7 Click the Complete button.

241 Yardi Voyager Residential User s Guide 229 Property Survey Data Screen Reference (Property) Top Part of Screen Voyager completes the fields with most recent survey data so that you can edit only the data that has changed, except for the % Leased, % Occupied, and % Available fields. Owner Contact Phone Mgmt Company Operating Status Source Locators Paid Paid % Alias Name Total Units Name of the organization that owns the property. Name of the contact person at the property. Phone number of the contact person at the property. Name of the organization that manages the property. Management status of the property. Your system adminsitrator sets up the options for this field. Origin of the data (for example: Phone Survey). Your system administrator sets up the options for this field. Amount that the locator was paid for gathering data. NOTE If you want this amount to be a percentage, select the Paid % check box. Makes the amount specified in the Locators Paid field a percentage. Alias used by the locator. (This field is not editable) Total number of units at the property. % Leased Percentage of leased units at the property. % Occupied Percentage of occupied units at the property. % Available Percentage of available units at the property. Application Amount of the property-wide application fee.

242 230 Chapter 11: Market Surveys Admin Security Month to Month Corporate Units Resident Referrals Amount of the property-wide administrative fee. Amount of the property-wide security deposit. Amount of the property-wide month-to-month premium. Property contains corporate units. Residents at the property are rewarded for referring prospects. Lease Information Tab Lease Terms Utilities Included Utilities Amount Part of Rent Select each lease term that is available at the property. Residents must pay for utility costs in addition to monthly rent. Amount that residents pay for utility costs every month. Utility costs are included in residents monthly rents. Pets Tab Pet Limit Pet Deposit Pet Rent Pet Fee Maximum number of pets allowed per unit. Amount of the property-wide pet deposit. Amount of the property-wide pet monthly premium. Amount of the property-wide pet fee.

243 Yardi Voyager Residential User s Guide 231 Renovations Tab Renovated Date of Renovation Property was recently renovated. Last date on which renovations for the property were completed.

244 232 Chapter 11: Market Surveys Property Survey Data Screen Reference (Unit Type) Voyager completes the fields with most recent survey data so that you can edit only the data that has changed, except for the Concessions spreadsheet. Top Part of Screen Market Rent High Market Rent Low Market Rent Avg Maximum market rent for units with the unit type. Minimum market rent for units with the type. (This field is not editable) Average market rent for units with the type. Concessions Spreadsheet Term Amount Name Method Eff. Rent Primary Delete Number of months in the lease term for which the leasing special is available. Total amount of the special. For example, if the special is for $100 off every month for a 12 month lease, type Description of the special (for example: $100 off every month). Method by which the special affects residents monthly rent (for example: monthly credit). (This field is not editable) Effective monthly rent with the special applied. This is the amount specified in the Market Rent Avg field on the bottom part of the screen minus the amount specified in the Amount field corresponding to the special. Select this check box as instructed by your organization. NOTE You can select this check box in only one row. Deletes the concession once you click the Previous or Next button. NOTE Do not delete the primary concession.

245 Yardi Voyager Residential User s Guide 233 Bottom Part of Screen Total Leased Occupied Available Deposit Admin Student Bed Calc Total number of units with the type at the property. Number of leased units with the type. Number of occupied units with the type. Number of available units with the type. Amount of the security deposit for units with the type. Amount of the administrative fee for units with the type. Amount of the student bed calculation fee for units with the type. Generating Market Surveys for Subject Properties Voyager can generate surveys for your subject properties by using the data in your database. To ensure that Voyager generates complete surveys, you must perform procedures in the following order: 1 Generate one survey for the property. 2 Edit the survey and complete all fields. For more information, see Reviewing and Editing Market Surveys for Subject and Comparison Properties on page Generate any additional surveys. If the first survey for the property is incomplete, then all following surveys will be incomplete as well. Therefore, if there is already a completed survey for the property, you can simply generate as many surveys as needed.

246 234 Chapter 11: Market Surveys To generate surveys for a subject property 1 From the side menu, select Revenue Management > Market Surveys > Survey Data > Populate Subject Survey. The Populate Subject Property Surveys screen appears. 2 Complete the screen: Property Date Subject property to which you want to add surveys. Range of dates for which you want to generate surveys. NOTE If you need to generate only one survey, type the same date in both fields. 3 Click Submit. Reviewing and Editing Market Surveys for Subject and Comparison Properties You can edit both incomplete and completed market surveys at any time. To review or edit a survey for a subject or comparison property 1 From the side menu, select Revenue Management > Market Surveys > Survey Data > Review Survey. The Market Survey Data filter appears. 2 Complete the filter. For more information, see Market Survey Data Filter Reference on page Click Submit. The Property Survey Data screen appears. 4 Edit as needed. For information about the fields on this screen, see Adding Market Surveys for Subject and Comparison Properties on page If you made any changes, click Next. Voyager saves the survey.

247 Yardi Voyager Residential User s Guide 235 Market Survey Data Filter Reference If you want to include both subject and comparison properties in the filter results, complete both the Subject Property and Comparison Property fields. Subject Property Comparison Property Survey Date Include Completed Limits results to only surveys for the specified subject properties. Limits results to only surveys for the specified comparison properties. Limits results to only surveys whose data was gathered during this date range. Determines if completed surveys appear in results: Yes Shows completed and incomplete surveys in results. No Limits the results to only incomplete surveys. Reviewing and Editing Unit-Type Market-Survey Data for Subject and Comparison Properties You can edit the market-survey data for a property s unit types at any time. If you want to edit information about leasing specials, you can edit unit-type rent-history data. If you want to edit information about fees and deposits, you can edit unit-type statistics data. This section includes the following procedures: To review or edit unit-type rent-history survey data for a subject or comparison property To review or edit unit-type statistics survey data for a subject or comparison property To review or edit unit-type rent-history survey data for a subject or comparison property 1 If not already open, open the property for which you want to review unit-type rent-history data. For more information, see Reviewing and Editing Market Surveys for Subject and Comparison Properties on page Click the Unit Types tab.

248 236 Chapter 11: Market Surveys 3 Click the name of the unit type for which you want to review rent-history data. The Unit Types screen appears. 4 On the Rent History tab, click the date for which you want to view rent-history data. The Rent History screen appears. 5 In the Concessions spreadsheet, edit the row corresponding to each leasing special that you want to edit. For more information, see Property Survey Data Screen Reference (Unit Type) on page If you want to add a row to the spreadsheet, click the More Rows link at the bottom of the spreadsheet. 7 If you made any changes, click Save.

249 Yardi Voyager Residential User s Guide 237 To review or edit unit-type statistics survey data for a subject or comparison property 1 If not already open, open the survey for which you want to review unit-type statistics data. For more information, see Reviewing and Editing Market Surveys for Subject and Comparison Properties on page Click the Unit Types tab. 3 Click the name of the unit type for which you want to review statistics data. The Unit Types screen appears. 4 Click the Unit-Type Statistics tab. 5 Click the date for which you want to view statistics data. The History screen appears. 6 Edit as needed. For information about the fields on this screen, see History Screen Reference on page If you made any changes, click Save.

250 238 Chapter 11: Market Surveys History Screen Reference Leased Occupied Available Deposit Admin Student Bed Calc (This field is editable only for comparison properties) Number of leased units with the type. (This field is editable only for comparison properties) Number of leased units with the type. (This field is editable only for comparison properties) Number of available units with the type. Amount of the security deposit for units with the type. Amount of the administrative fee for units with the type. Amount of the student bed calculation fee for units with the type.

251 Yardi Voyager Residential User s Guide 239 Market Surveys Reports This section describes the market-survey reports that you can generate. Report Name Menu Path Description Market-Survey Comparable Market Rent Comparable Detail Effective Market-Rent Trend Market-Survey Property Profile Comparable Ratings Reports > Market Survey > Market- Survey Compatible Reports > Market Survey > Market-Rent Comparable Detail Reports > Market Survey > Effective Market-Rent Trend Reports > Market Survey > Market- Survey Property Profile Reports > Market Survey > Comparable Ratings Shows unit, occupancy, leasing, and rent information about a subject property and its related properties. Shows room, unit, leasing, and rent information about a subject property s unit types and the unit types of its related properties. Shows weighted monthly and quarterly average rent for a subject property s unit types and the unit types of its related properties. Shows market-survey information about a subject property and its related properties. Shows ratings for a subject property and its related properties.

252 240 Chapter 11: Market Surveys

253 241 CHAPTER 12 Gross Potential Rent In this chapter: Gross Potential Rent Overview Gross Potential Rent Navigation Gross Potential Rent Procedures Gross Potential Rent Reports This chapter describes how to generate GPR reports and create GPR journal entry batches. Gross Potential Rent Overview Gross potential rent (GPR) is the maximum possible amount of rent that a property can collect in a specified month. Your property may be incurring losses that are detracting from its GPR, including unit vacancies, delinquent resident payments, and leasing specials. You can generate the Gross Potential Rent report to view the sources of these losses, and then post journal entries to the general ledger to reflect those losses. Your system administrator must set up general ledger accounts for GPR before you can generate GPR reports or post journal entries. Gross Potential Rent Navigation Task Generate a property-level GPR report Generate a unit-level GPR report Create a GPR journal entry batch Use the GPR Reconciliation utility Navigation Reports > Property Residential > Residential Analytics Reports > Property Residential > Residential Analytics G/L > GPR Journal Entry G/L > GPR Reconciliation Utility

254 242 Chapter 12: Gross Potential Rent Gross Potential Rent Procedures In this section: Generating GPR Reports Creating GPR Journal-Entry Batches Using the GPR Reconciliation Utility This section describes how to generate GPR reports and create GPR journal entries. Perform procedures in the following order: 1 Generate a property-level or unit-level GPR report for your properties. 2 Create a GPR journal-entry batch for those properties. 3 Post those batches. Generating GPR Reports You can generate GPR reports at either the property-level or the unit-level. Property-level reports are recommended for viewing summarized information about many properties, while unit-level reports are recommended for viewing detailed information about a few properties. For information about the columns that appear on the reports, see Gross Potential Rent Reports on page 248. Check for discrepancies between Gross Potential Rent reports and the Unit Statistics report. If you encounter any discrepancies, contact Yardi technical support. To generate a property-level or unit-level GPR report 1 From the side menu, select Reports > Property Residential > Residential Analytics. The Residential Reports screen appears. 2 In the Report Type field, select Gross Potential Rent. 3 Complete the screen. For information about the fields on this screen, see Residential Reports Screen Reference on page Click Display.

255 Yardi Voyager Residential User s Guide 243 Residential Reports Screen Reference Date to Month/Year Summarize By Show Graphs Show Grids Last date on which rent payments, leasing specials, write-offs, or prepayments were posted in order to appear in the report. Transactions posted after this date will not be appear in the report. Month for which you want to generate the report. Level by which you want the report to be summarized: Property The report is summarized by properties. Unit The report is summarized by units. (This field is not used with this report) Separates rows in the report with grid lines. Creating GPR Journal-Entry Batches After you generate property-level or unit-level GPR reports for properties, you can create a journalentry batch that includes GPR journal entries for those properties. Voyager creates two separate GPR journal entries per property: one for cash books and one for accrual books. You must manually post journal-entry batches after you create them. To create a GPR journal entry batch 1 From the side menu, select G/L > GPR Journal Entry. The Post GPR/Market Rent screen appears. 2 Complete the screen, as needed. For more information, see Post GPR/Market Rent Screen Reference on page Click Submit.

256 244 Chapter 12: Gross Potential Rent Post GPR/Market Rent Screen Reference For information about which accounts to use, contact your system administrator. GPR/Market Rent Loss/Gain to Lease Loss from Model Loss from Down Loss from Admin Vacancy Account Delinquency Account As Of Date As Of Month Number for the rent account. Number for the lease account. Number for the loss account for losses due to model units. Number for the loss account for losses due to down units. Number for the loss account for losses due to admin units. Number for the vacancy account. Number for the delinquency account. Post date for the journal entries. Post month for which you want to create the journal entries.

257 Yardi Voyager Residential User s Guide 245 Using the GPR Reconciliation Utility When you encounter discrepancies between the GPR report and GPR journal entries posted in the same month for which you generated the report, use the GPR Reconciliation utility to identify exceptions transactions that might have caused these discrepancies and fix them, as appropriate. You cannot use the GPR Reconciliation utility if your organization uses multiple charts of accounts. To use the GPR Reconciliation utility 1 From the side menu, select G/L > GPR Reconciliation Utility. The GPR Reconciliation screen appears. 2 Complete the top part of the screen. For information about the fields in this section, see GPR Reconciliation Screen Reference on page Complete the GPR Accounts tab. For information about the fields on this tab, see GPR Reconciliation Screen Reference on page If you want to view a report of all receipts that Voyager considers for the datamart versions of the GPR report and journal entries: a b Click the Datamart Receipts button. Save report.xls to your local computer, then open it. 5 If you want to view a report of all receipts that Voyager considers for the non-datamart versions of the GPR report and journal entries: a b Click the Non-Datamart Receipts button. Save report.xls to your local computer, then open it. 6 Click Submit. Additional tabs appear. For more information, see GPR Reconciliation Screen Reference on page 246.

258 246 Chapter 12: Gross Potential Rent GPR Reconciliation Screen Reference Top Part of Screen As-Of Date Post Month Date on which you posted GPR journal entries. Month in which you posted GPR journal entries. GPR Accounts Tab GPR Parameter Accounts section Rent Pre-pay Write-off Concession0 9 Account to which Voyager posts rent every month. By default, this is the account that your system administrator specified in the Rent field on the Gross Potential Rent Parameters screen. Prepaid income account. By default, this is the account that your system administrator specified in the Prepaid Rent field on the Gross Potential Rent Parameters screen. Account to which Voyager posts write-offs every month. Prepaid income account. By default, this is the account that your system administrator specified in the Write-off field on the Gross Potential Rent Parameters screen. Accounts to which Voyager posts leasing specials every month. By default, these are the accounts that your system administrator specified in the Concession0 9 fields on the Gross Potential Rent Parameters screen.

259 Yardi Voyager Residential User s Guide 247 GPR Posting Filter Accounts section GPR/Market Loss/Gain Model Down Admin Vacancy Delinquency Rent account for which you posted GPR journal entries. (This field is optional) Lease account for which you posted GPR journal entries. (This field is optional) Loss account for losses due to model units for which you posted GPR journal entries. (This field is optional) Loss account for losses due to down units for which you posted GPR journal entries. (This field is optional) Loss account for losses due to admin units for which you posted GPR journal entries. Vacancy account for which you posted GPR journal entries. Delinquency account for which you posted GPR journal entries. Additional Tabs The following tabs display different exceptions that the GPR Reconciliation utility has identified. A tab appears only if the utility identifies any related exceptions. Multiple Rent Charges Transactions after GPR Posted Rent Adjustments Non-Rev Units Non-GPR Transactions to Rent Receipts to Future Charges Receipts to Model/Down/Admin Receipts to Applicants/Prospects Testing Results Displays multiple rent charges that were posted for the same unit in the specified Post Month. Displays transactions that were posted after the GPR journal entries were posted in the specified Post Month. Displays rent adjustments that were posted in the specified Post Month. Displays all model, admin, down, and waitlist units at the specified property. Displays the following transactions that were posted in the specified Post Month: Rent charges posted outside of monthly posting GPR journal entries Receipts that were posted on or before the specified Post Date for charges that were posted after that date. Displays receipts that were posted for non-revenue units in the specified Post Month. Displays receipts from applicants and prospects that were posted in the specified Post Month. Summarizes all exceptions the GPR Reconciliation utility has identified.

260 248 Chapter 12: Gross Potential Rent Gross Potential Rent Reports This section describes the fields that appear on property-level and unit-level Gross Potential Rent reports. Gross Potential Rent Report Reference Column Market Rent Loss/Gain to Lease Potential Rent Vacancy Actual Rent Concession Write-Off Rental Income Receipts Current Receipts Prior Delinquency Prepay Loss From Non-Rev Units Description Amount that a new resident pays to lease the unit. This amount is specified in the Unit Rent field on the Unit screen. Difference between market rent and potential rent. This field applies only to units that are currently occupied or were previously occupied. Amount that the current resident pays for monthly rent or that the previous resident paid for monthly rent. The field in which this amount is specified depends on the status of the unit: Currently Occupied The Rent field on the Resident screen for the current resident. Previously Occupied The Rent field on the Resident screen for the previous resident. Never Occupied The Unit Rent field on the Unit screen. Difference between the potential rent and the actual rent charge. Total amount of the unit s rent charges posted to the general ledger in the specified month. Amount posted to the leasing-special G/L account in the specified month. Amount posted to the write-off G/L account in the specified month. Difference between the actual rent charge and the concessions and write-off amounts. Total amount of receipts that cover rent charges posted to the rent G/L account in the specified month. Total amount of receipts that cover rent charges posted to the rent G/L account in the month prior to the specified month. Difference between the Actual Rent Charge and Receipts: Curr Mon Rent Chrg fields. Change in the amount of the prepayment G/L account in the specified month. For example, if a resident used $200 from the prepayment account to pay a charge and then overpaid another charge by $50, the change in the amount of the prepayment account is $150 ( $200 + $50). (This field appears only on if you selected Property in the Summarize by field) Total amount of revenue lost due to non-revenue units (administration, down, and model units).

261 249 CHAPTER 13 Deposit Interest In this chapter: Deposit Interest Overview Comprehensive Deposit Interest Simple Deposit Interest This chapter describes how to set up and manage deposit interest in Voyager. Deposit Interest Overview Some countries, states, provinces, and municipalities require property managers to pay interest on resident deposits. You can use Voyager to calculate and pay interest to residents. Voyager processes deposit interest in two ways: comprehensive deposit interest and simple deposit interest. Simple deposit interest calculates and distributes interest by percentage or a flat amount. Comprehensive deposit interest allows you to set up rules for calculation and distribution, track the distributions and convert from other calculation methods. The following table compares the methods: Setup Required Comprehensive Deposit Interest Deposit rule required and applied to a property Simple Deposit Interest None required Calculates Compound Interest Yes No Calculates and Distributes Interest Yes Yes Records Distributions Conversion from Other Calculation Method Yes. Allows only one distribution per period. Yes No. Can make more than one distribution in the same period. No. Manual entry of existing calculation required. Uses G/L Accounts with Segments Yes No Deposit Interest Reports Available, including T5 Slips Yes No

262 250 Chapter 13: Deposit Interest Comprehensive Deposit Interest In this section: Setting Up Comprehensive Deposit Interest Rules Conversion to Comprehensive Deposit Interest Calculating Comprehensive Deposit Interest Distributing Comprehensive Deposit Interest Deposit Interest Utilities Deposit Interest Reports Preparing T5 Forms This section describes how to set up and use the comprehensive deposit interest method for calculating and distributing deposit interest. The comprehensive deposit interest method calculates and distributes a percentage or flat amount. It requires some setup, but it tracks interest distributions and will not allow you to pay interest more than once to the same resident for the same period. This method offers a complete set of reports. Once you set up a deposit rule and apply it to a property, Voyager uses comprehensive deposit-interest management for that property. If you have previously calculated or distributed interest outside of Voyager or using the Simple Deposit Interest method in Voyager, you can begin using comprehensive deposit interest by completing a conversion. Conversion accounts for previously calculated and distributed deposit interest, so that you don t calculate or distribute interest for the same period more than once. Setting Up Comprehensive Deposit Interest Rules Before you can use the comprehensive deposit interest method to manage deposit interest, you must set up a rule that defines how you want Voyager to calculate interest. The rule tells Voyager when to calculate interest, which G/L accounts to use, and how to calculate and distribute the amounts due. You can set up more than one rule and specify which properties use each rule. If you want to use different rules for different residents, you can associate rules with residents. Before you can associate a rule with a resident, you must associate it with the property. Associating a rule with a property changes the Deposit Info tab on the Resident screen. If there is a rule associated with a property, the Deposit Info tab includes the Interest Accrued, Last Accrued and Last Credited fields and the deposit-interest rule.

263 Yardi Voyager Residential User s Guide 251 Deposit Info Tab (Without Deposit-Interest Rule) Deposit Info Tab (With Deposit-Interest Rule) Adding a rule also adds the following items to the Reports menu on the Resident screen: Report Accrued Interest Interest Distribution Description Generates the Deposit Interest Liability Detail report for the resident Generates the Deposit Interest to Date report for the resident After you use the rule to calculate deposit interest, you will not be able to edit some fields. For example, you cannot change a G/L account or charge code for a used rule. If you want to change a field that cannot be changed, create a new rule and use it instead. You cannot change a rule that is associated with a property or resident until all previously calculated interest for that property or resident has been distributed. This section includes the following procedures: To add a deposit-interest rule To review, edit or delete a deposit-interest rule To associate a deposit-interest rule with a resident To add a deposit-interest rule 1 From the side menu, select Setup > Deposit Interest > Rules > Add Rule. The Deposit Interest Rule Details screen appears. 2 Complete the top part of the screen. For field descriptions Deposit Interest Rule Details Screen Reference on page 254.

264 252 Chapter 13: Deposit Interest 3 Click Save, and then, click Edit. 4 On the Deposit Charge Code tab, complete the Charge Code field for each deposit charge code that you want Voyager to calculate interest for. To add more rows, click Save and then click Edit. 5 Click Save. 6 On the Interest Rate tab, click the New Record button. The Deposit Interest Rate screen appears. 7 In the Effective Date field, select the start date for the interest rate that you are adding. The effective date must be after the latest calculation date. You cannot use an effective date that precedes a date for which interest has been calculated. For example, if you have previously calculated interest through May 31, 2013, you can use an effective date of June 1, 2013 or later. 8 In the Interest Rate field, type the interest rate percentage. 9 Click Save. 10 On the Deposit Interest Rule Details screen, click the Edit button on the top part of the screen. Each Canadian province has a new deposit interest rate each year. Canadian users should add a deposit interest rate record for each year that you will calculate deposit interest. If the deposit rule uses the compound interest calculation method, add an interest rate record for each year beginning with the move-in date of the resident with the longest tenancy. If the resident deposit was received when the resident moved in, add an deposit interest rate record for each year of the tenancy. For example, the first tenant moved in 01/01/1995. To calculate compound interest correctly, you must have a interest rate record for each year from 1995 to the current year. 11 If you selected either Increase Deposit, Balance to Check or Increase Deposit, Balance to Credit in the Default Distribution field: a b Click the Deposit Increase Lease Charges tab Complete the Charge Code field for each deposit charge that you want Voyager to include when it calculates the amount of new deposits. If you need more rows, click Save and then click Edit.

265 Yardi Voyager Residential User s Guide Click Save, and then, click Edit. 13 In the Property Code field on the Property tab, select the code for each property that you want to use this rule. To add more rows, click Save and then click Edit. 14 Click Save. 15 If you use G/L segments for a property and you want to add segments to the deposit interest account: a On the Property tab, click the Segment Setup button corresponding to the property to which you want to add segment information. The Deposit Interest Property Segment Setup screen appears. b c d Complete the segment fields, as needed. Click Save. Click Close.

266 254 Chapter 13: Deposit Interest Deposit Interest Rule Details Screen Reference Top Part of Screen Rule Code Calculation Method Post Dep Int Date Default Distribution Unique code. Interest calculation method: Simple Voyager calculates interest based on the amount of the deposit only. Compound Voyager calculates interest based on the amount of the deposit plus annually accrued interest. For example, if the interest rate is 5% and the deposit is $1,000, and the resident lived in the unit for two years, the compounded interest would be $102.50: $50 for the first year ($1, %) and $52.50 the second year ($1, %). If you select Compound, Move Out is automatically selected the Post Dep. Int. Date field, because compound interest is calculated only when a resident moves out. (Other methods distribute interest annually, so compounding is unnecessary.) Date on which to distribute deposit-interest: JAN - DEC Voyager distributes deposit interest for all residents in the selected month. Anniversary Voyager distributes deposit interest using the month in the Anniversary field on the Deposit Info tab of the Resident screen. Move Out Voyager distributes deposit interest at move-out. If you selected Compound in the Calculation Method field, Voyager automatically selects this option. Default distribution method: Check Voyager distributes interest by check or electronic payment. Credit Charge Voyager creates credit charges for the deposit interest. Increase Deposit, Balance to Check Voyager increases the deposit to match the total of lease charges associated with the charge codes specified in the rule; applies deposit interest to the increased deposit amount; and distributes the remaining balance, if any, as a check or electronic payment. Increase Deposit, Balance to Credit Voyager increases the deposit to match the total of lease charges associated with the charge codes specified in the rule; applies the deposit interest to the increased deposit amount; and distributes the remaining balance, if any, as a credit charge.

267 Yardi Voyager Residential User s Guide 255 Unit Rental Type Use Clearing Account Chart Liability Account Interest Expense Account Clearing Account Interest Charge Code Deposit Increase Charge Code Refund Charge Code Rental types to which you want to apply the rule. You can use multiple rules for the same property, but with different rental types for each rule. For example, you can pay different interest rates for commercial and residential units, or distribute residential interest as credits, but pay commercial interest with a check. If you want Voyager to move all deposit distributions from the liability account to a clearing account with one journal entry, and then make the distributions from the clearing account, select Yes. If you want the deposit interest liability account to show a journal entry for each deposit interest distribution to a resident, select No. (This field appears only if your system is configured for multiple charts of accounts.) Chart of accounts. G/L account number for the account to which you want Voyager to post interest liability. G/L account number for the account that you want Voyager post the interest expense. G/L account number for the clearing account. You must complete this field even if the Use Clearing Account field is set to No, because the clearing account is also used for refunds. Charge code for deposit interest. Voyager uses this charge code to distribute interest to the resident ledger. This charge code should not be used for anything except deposit interest. If the Use Clearing Account field is set to No, this charge code should be associated with the liability account. If the Use Clearing Account field is set to Yes, this charge code should be associated with the clearing account. Charge code for deposit increases. If you selected either Increase Deposit, Balance to Check or Increase Deposit, Balance to Credit for the default distribution method, Voyager uses this charge code to credit deposit interest. Charge code for deposit interest credits or payables. Voyager uses this charge code for the deposit interest credited or payable to the resident. This charge code must be associated with the G/L account specified in the Clearing Account field. Increase Deposit Calculation section To Calculate Amount Future Lease Charge Is (Appears only if you select either Increase Deposit, Balance to Check or Increase Deposit, Balance to Credit in the Default Distribution field.) If you want Voyager to create a charge equal to the increased deposit amount, select this check box. For example, if the deposit was $500, the new rent is $600, and the interest distribution is $20, Voyager creates a charge for $100. After applying the $20 interest distribution, the resident ledger would show $80 due. If this box is clear, Voyager does not create a charge for the amount of the deposit increase over and above the interest distribution, and you must manually create a charge for that amount. (Appears only if you select either Increase Deposit, Balance to Check or Increase Deposit, Balance to Credit in the Default Distribution field.) Number of days after the current lease period that Voyager should use to determine the new deposit amount. Voyager calculates the deposit amount on the lease charges specified on the Deposit Increase Lease Charges tab on this screen, as of the day specified in this field. For example, if the lease period ends August 31 and the new lease charges begin September 1, you would type 1 in this field. Voyager would then add the lease charges as of September 1 to determine the new deposit amount.

268 256 Chapter 13: Deposit Interest To review, edit or delete a deposit-interest rule 1 From the side menu, select Setup > Deposit Interest > Rules > Review Rule. The Deposit Interest Rule screen appears. 2 To delete a rule, click the Delete button corresponding to that rule. 3 To apply a rule to an additional property or property list: a Click the Apply to Property button corresponding to that rule. The Apply Interest Rule to Property screen appears. b c Type or select the properties or property list. Click Apply Rule. 4 To edit a rule: a b Click the Edit button corresponding to the rule that you want to review. The Deposit Interest Rule Details screen appears. Click Edit. c Edit as needed. For more information, see To add a deposit-interest rule on page 251. d If you made any changes, click Save.

269 Yardi Voyager Residential User s Guide 257 To associate a deposit-interest rule with a resident 1 Open the resident record. For more information, see Reviewing and Editing Resident Records on page Click the Deposit Info tab. 3 In the Dep Int Rule field, type or select the code for the deposit interest rule. 4 On the top part of the screen, click Save. Conversion to Comprehensive Deposit Interest This section describes how to convert existing deposit-interest information to a format that is compatible with the Voyager comprehensive deposit-interest method. If you have previously calculated or distributed interest outside of Voyager or using the Simple Deposit Interest method in Voyager, you must add the following information to Voyager: Anniversary date on which to calculate deposit interest, if Post Dep Int Date on the deposit-interest rule is set to Anniversary. For information about setting up deposit interest rules, see Setting Up Comprehensive Deposit Interest Rules on page 250. Date up to which the previous system calculated interest. Amount of interest that the previous system calculated as having accrued since the last distribution. If you are converting from the simple interest-distribution method, the amount of deposit interest is shown in the Interest field on the Deposit Info tab of the Resident screen. For more information about calculating interest with the simple interest-distribution method, see To calculate interest using simple deposit interest for one resident on page 280. Date of the last distribution, if applicable. Amount of the last distribution, if applicable. Voyager requires this information only if you will be generating reports that include this amount, including T5 slips. If the deposit interest rule uses compound interest, the accrued interest amount, and control numbers of the deposit receipts.

270 258 Chapter 13: Deposit Interest Conversion is a two-part process. You set up the information for conversion using the Deposit Interest Conversion worksheet. After completing the worksheet, you can then post the conversion. When you post the deposit interest conversion, Voyager creates two journal entries to accrue the deposit interest and reverse the amount accrued for each resident. The conversions also updates the deposit interest records for each resident based on the information entered on the Deposit Interest Conversion worksheet. The deposit fields on the Deposit Info tab of the Resident screen show the deposit interest accrued and distributed. If there is a date in the Last Credited date field on the Deposit Info tab of the Resident screen, Voyager calculates deposit interest from that date forward. If there is no date in the Last Credited date field, Voyager calculates deposit interest from the time that you received the deposit, even if you did not start using this system until later. When you distribute deposit interest, Voyager does not use the calculated interest for this period. Instead, it uses the amount of accrued interest determined by the previous deposit-interest system. For example, if interest was last distributed in June 2013, but the previous system calculated interest through October 2013, Voyager credits the tenant with the amount of interest calculated by the previous system from July 1 to October 31, 2013, and flags the receipt as having been processed for deposit interest through that period. Voyager then begins calculating interest November 1, If you are taking over management of a property for which deposit interest was calculated and distributed before transfer of the property, you do not need to convert the deposit interest data. Voyager bases the calculations on the receipt date for deposits, which should be the date of the transfer of management. If you are a Canadian user and are required to issue T5s, you can use the T5 Conversion procedure to update the database for reporting. The T5 conversion creates negative and positive deposit-interest charges using two charge codes that are associated with the same G/L account. The procedure updates Voyager so that tax reporting is correct while the general ledger and resident ledgers are not affected. You must complete the deposit-interest conversion before completing the T5 conversion. Before you can perform the T5 conversion procedure, you must have a charge code for the deposit interest reversal, and the database must contain information about the last time that the deposit interest was credited. The deposit interest reversal charge code must be associated with the same G/L account as the deposit interest charge code used in the deposit rule.

271 Yardi Voyager Residential User s Guide 259 This section includes the following procedures: To create the deposit interest conversion worksheet To post the deposit interest conversion To perform a T5 conversion To create the deposit interest conversion worksheet 1 From the side menu, select Setup > Deposit Interest > Conversion > Deposit Interest Conversion. The Deposit Interest Conversion screen appears. 2 In the Function field, select Conversion Worksheet. 3 Complete the fields on the left part of the screen. These fields determine which records Voyager includes in the conversion: Anniversary If the Simple Deposit Interest method was previously used and you want to convert the deposit interest record based on the Anniversary field on the Deposit Info tab on the Resident screen, select the month. 4 Complete the following fields on the right part of the screen. These fields determine how Voyager updates the records: Update Anniversary Select how Voyager will determine which month to put in the Anniversary field on the Deposit Info tab of the Resident screen. Move-In The date in the Move In field on the Lease Info tab on the Resident screen. Move-In -1 The date in the Move In field on the Lease Info tab on the Resident screen, less one month. For example, if the move-in date is March, the Anniversary field is updated to February. Lease Sign The date in the Lease Sign field on the Lease Info tab on the Resident screen. Lease From The date in the Lease From field on the Lease Info tab on the Resident screen.

272 260 Chapter 13: Deposit Interest Update Last Accrual Date Update Last Credited Date Determines how Voyager updates the date when deposit interest was last accrued. This is the date up to which the previous system already calculated the deposit interest. Voyager calculates interest as of this date: Anniversary Voyager uses the date from the Anniversary field as the last accrued date. If you select this option, you must also complete the Compare Date field NOTE The date in the Compare Date field is typically the date on which you stopped using another system to calculate deposit interest and began using Voyager comprehensive deposit interest. Voyager uses this date to determine whether the last anniversary occurred in the current year or previous year. Based on the year in this date and the last day of the anniversary month, Voyager completes the Last Accrued Date field on the worksheet below. For example, if the comparison date is June 30, 2013, Voyager uses the year 2013 for all anniversaries from January to June. It would use the year 2012 for all anniversaries from July to December. The month and day is the last day of the anniversary month. If the anniversary is November, the date in the Last Accrued Date field would be 11/30/2012. Specify Date If you select this option, you must specify last accrual date in the Date field. (You must complete either the Compare Date or Date field associated with the Update Last Credited Date field.) Select how Voyager updates the date when deposit interest was last credited to the resident. Anniversary Voyager uses the date from the Anniversary field as the last credited date. If you select this option, you must also complete the Compare Date field NOTE The date in the Compare Date field is typically the date on which you stopped using another system to calculate deposit interest and began using Voyager comprehensive deposit interest. Voyager uses this date to determine whether the last anniversary occurred in the current year or previous year. Based on the year in this date and the last day of the anniversary month, Voyager completes the Last Credited Date field on the worksheet below. For example, if the comparison date is June 30, 2010, Voyager uses the year 2010 for all anniversaries from January to June. It would use the year 2009 for all anniversaries from July to December. The month and day is the last day of the anniversary month. If the anniversary is November, the date in the Last Credited Date field would be 11/30/2009. Specify Date If you select this option, you must specify last credited date in the Date field. 5 Click Load. A worksheet showing the residents deposit interest information that will be converted appears. 6 If the property uses simple interest, type the amount of interest accrued in the other system in the Interest Accrued fields in the rows corresponding each resident. 7 If you have not distributed deposit interest to a resident in the other system, delete the date in the Last Credited Date fields in the rows corresponding the resident.

273 Yardi Voyager Residential User s Guide If the property uses compound interest, contact Yardi technical support. 9 In the Credited Amount (for T5) field, type the amount of interest credited in the other system for the current tax year. Canadian clients who require T5 reporting must complete this field to generate accurate T5 slips. The amount is used with the T5 conversion. 10 Click Save. A confirmation message appears on the top part of the screen. 11 Complete the deposit interest conversion by posting it. To post the deposit interest conversion 1 From the side menu, select Setup > Deposit Interest > Conversion > Deposit Interest Conversion. The Deposit Interest Conversion screen appears. 2 In the Function field, select Conversion. 3 Complete the fields on the left part of the screen. These fields determine which records Voyager includes in the conversion: Anniversary Month of the anniversary date. Voyager compares this date with the date in the Anniversary field on the Deposit Info tab on the Resident screen. 4 Complete the following fields on the right part of the screen. These fields determine how Voyager updates the records: Post Month Determines how Voyager sets the post month for deposit-interest transactions created by the conversion. Last Accrual Voyager uses the date from the Last Accrual Date field on the Deposit Interest Conversion worksheet. Specify Date If you select this option, type the post month in the Date field.

274 262 Chapter 13: Deposit Interest 5 Click Load. A table showing the deposit-interest information that will be converted appears. 6 Click Post. Voyager creates a journal entry for each resident to accrue the deposit interest. A second journal entry is also created to reverse the accrued amount, so that the net effect on the G/L account is To perform a T5 conversion The Deposit Interest conversion must be completed before completing the T5 conversion. You must set up a charge code for reversing deposit interest prior to performing this conversion. 1 From the side menu, select Setup > Deposit Interest > Conversion > Deposit Interest Conversion. The Deposit Interest Conversion screen appears. 2 In the Function field, select T5 Conversion. 3 Complete the fields on the left part of the screen. These fields determine which records Voyager includes in the conversion: Anniversary Month in the Anniversary field on the Deposit Info tab on the Resident screen for the records you want to convert. 4 Complete the following fields on the right part of the screen. These fields determine how Voyager updates the records: Transaction After Date Reverse Charge Code Post Month Date on which deposit interest was last credited that Voyager should include in the conversion. Charge code for deposit reversals. Month in which you want Voyager to post the transactions.

275 Yardi Voyager Residential User s Guide Click Load. A table showing the deposit interest information that will be converted for T5 reporting appears. If an amount was entered in the Credited Amount (for T5) field on the Conversion Worksheet, the amount appears. 6 If needed, edit the amount in the Credited Amount (for T5) field. You must have an amount for at least one resident in the Credited Amount (for T5s) field in order to post the T5 Conversion. 7 Click Post. Voyager creates a charge to the deposit interest charge code and a negative charge to the reverse charge code for the deposit interest distributed since the date in the Transaction After Date field, updating the general ledger with the amount credited and offsetting the resident ledger with the negative charge. Calculating Comprehensive Deposit Interest Using the comprehensive deposit-interest method to distribute interest requires two procedures: calculating deposit interest, and distributing deposit interest. This section describes how to calculate deposit interest. Calculating deposit interest determines the amount of interest payable on the deposit and posts it to the general ledger. This procedure does not affect the resident ledger, but it creates entries in an interest-accrued sub-ledger that shows the amount of interest calculated for each resident. When the deposit interest is posted, a journal entry is created for each resident posting the deposit interest to the deposit interest liability and expense account defined on the deposit interest rule associated to the resident. You can calculate deposit interest for one resident or for all residents by property or property list. When Voyager calculates deposit interest, you can select how you want to the interest calculated to appear. The options are summary or detail. If you have a large portfolio, you may want to calculate deposit interest on a monthly basis. This decreases the time required to process deposit interest. You can set up a task to calculate and post deposit interest. For more information on creating tasks, see Adding and Reviewing Task Runner Tasks in the Voyager Service Manager Installation and Setup Guide.

276 264 Chapter 13: Deposit Interest This section includes the following procedures: To calculate and post comprehensive deposit interest for one resident To calculate comprehensive deposit interest for multiple residents To review and post comprehensive deposit interest for multiple residents To calculate and post comprehensive deposit interest for one resident 1 Open the resident record. For more information, see Reviewing and Editing Resident Records on page Click the Deposit Info tab. 3 Click the Calc. Interest button. The Calculate Deposit Interest screen appears. 4 Complete the screen. For field descriptions, see Calculate Deposit Interest Screen Reference on page Click Submit. The report appears. Voyager creates a journal entry to post the accrued interest to the deposit interest liability account and deposit interest expense account. 6 Click the Close button. Voyager closes the report and returns to the Resident screen. 7 Click Save.

277 Yardi Voyager Residential User s Guide 265 Calculate Deposit Interest Screen Reference To Date Trans Date Post Month Report Only Report Last day of the calculation period. Voyager calculates interest for all deposit receipts from the date in the Last Accrued field on the Deposit Info tab to this date. This includes new deposit receipts that were added in Voyager with a transaction date that is prior to the date in the Last Accrued field. Date on which the transaction will be recorded. Month in which the transaction affects the G/L. If you want to view the report without posting the deposit interest, select Yes. If you want to view the report and to post the deposit interest, select No. If you want Voyager to generate the Deposit Interest Liability Detail report, select Detail. If you want Voyager to generate the Deposit Interest Liability Summary report, select Summary. To calculate comprehensive deposit interest for multiple residents 1 From the side menu, select Residential > Deposit Interest > Deposit Interest Analytics. The Calculate Deposit Interest screen appears. 2 In the Report Type field, select Calculate Deposit Interest. 3 Complete the fields on the left part of the screen. These fields determine which records Voyager includes in the calculation.

278 266 Chapter 13: Deposit Interest 4 Complete the following fields on the right part of the screen. These fields determine how Voyager updates the records: To Date Trans Date Post Month Summarize By Last day of the calculation period. Voyager calculates interest for all receipts with transaction dates prior to this date that were added since the last time that Voyager calculated deposit interest including new receipts with a transaction date from a period for which it already calculated the interest. Date you want the transactions posted. Month you want the transactions posted. If you want the report to show the deposit and interest calculation information, select Detail. If you want the report to show the total deposit and calculated amount only, select Summary. 5 Click Calculate. Voyager calculates the deposit interest and displays the results in a table. The deposit interest calculated is automatically saved. You can post deposit interest by clicking Post. Before you post deposit interest, review the amount calculated for all residents. If you navigate away from the Deposit Interest Analytics screen, you can review and post deposit interest by using the Unposted Interest Calculated report type. For more information, see To review and post comprehensive deposit interest for multiple residents on page 266. To review and post comprehensive deposit interest for multiple residents 1 From the side menu, select Residential > Deposit Interest > Deposit Interest Analytics. The Calculate Deposit Interest screen appears. 2 In the Report Type field, select Unposted Interest Calculation. The Unposted Interest Calculation screen appears. 3 Complete the screen. For field descriptions, see To calculate comprehensive deposit interest for multiple residents on page Click Display. 5 Click Post. Voyager creates a journal entry for each resident posting the accrued interest to the deposit interest liability account and expense account.

279 Distributing Comprehensive Deposit Interest Yardi Voyager Residential User s Guide 267 After you have calculated and posted deposit interest, you can distribute the interest to the resident. The interest-distribution procedure does the following: Totals the interest calculated since the last distribution Creates a charge batch with a negative charge for each resident receiving an interest distribution Posts the negative charge batch Posts the data to the resident ledger and reduces the interest-accrued sub-ledger by the amount posted to the resident ledger Distributes the interest in accordance with the distribution method selected for the deposit rule: Distribution Method Credit Charge Check Increase Deposit, Balance to Check Increase Deposit, Balance to Credit Charge Effect Leaves the negative charge on the resident ledger so that it can be applied against a future charge. Creates a new refund charge, applies the negative charge to it, creates a payable invoice for the payment, and posts the payable. You can then issue a check to the resident. Updates the deposit based on the deposit rule, matching the charges for the specified charge codes as of the number of days specified after the date in the To Date field. The new deposit charge is the total of all lease charges then active for that resident that uses a charge code with the type of Rent. Then, Voyager creates a charge batch for the increased deposit and applies the negative charge to the deposit. The remainder, if any, is applied to a new refund charge. Voyager creates and posts payable invoices. You can then issue a check to the resident. Updates the deposit based on the deposit rule, matching the charges for the specified charge codes as of the number of days specified after the date in the To Date field. The new deposit charge is the total of all lease charges then active for that resident that uses a charge code with the type of Rent. Then, Voyager creates a charge batch for the increased deposit and applies the negative charge to the deposit. The remainder, if any, is left as a negative charge on the resident ledger. If you are using the Voyager Canadian Residential Regional Module (CRRM), you can increase deposit amounts through the rent-increase feature in CRRM or through the Comprehensive Deposit Interest Management feature. Do not increase the deposit using both features. When you distribute deposit interest, you can save the distribution or continue to post the distribution. If you save the distribution, you can post it after you have reviewed the information. You can also delete the saved worksheet prior to posting, if needed. After a worksheet is deleted, you can create a new distribution worksheet for the same property and period.

280 268 Chapter 13: Deposit Interest This section includes the following procedures: To distribute deposit interest To delete a saved deposit interest distribution worksheet To distribute deposit interest 1 From the side menu, select Residential > Deposit Interest > Distribute Deposit Interest. The Distribute Deposit Interest screen appears. 2 Complete the screen. For field descriptions, see Distribute Deposit Interest Screen Reference on page Click Submit. A table showing the residents that can receive a deposit-interest distribution appears. 4 To change the refund amount for a specific resident, type the amount in the Refund field in the row corresponding to that resident. 5 To increase the deposit amount for a specific resident, type the new amount in the Update Deposit field in the row corresponding to that resident. 6 For each resident who should receive a deposit-interest distribution, select the Post check box in the rows corresponding to each resident who should receive a deposit distribution. If you want to select most of the residents in the list, click the Select All button and then clear the Post check box corresponding to each resident that you do not want to include in the distribution. 7 To save the distribution without posting, click Save. 8 To complete the distribution, click Save and Post. Voyager posts the transactions to the resident ledger and distributes the interest. 9 If the method in the Default Distribution field for this rule is either Check or Increase Deposit, Balance to Check, follow standard Voyager procedures for processing checks or electronic payments. For more information, see Accounts Payable in the Voyager Core Financials User s Guide.

281 Yardi Voyager Residential User s Guide 269 Distribute Deposit Interest Screen Reference To Date Trans Date Post Month Override Distribution Force Distribution Date from the To Date field that was used for the deposit interest calculation. Date on which you want the transactions posted. Month in which you want the transactions posted. If you have made a change to the distribution by editing the Credit Amount, Refund or Update Deposit fields, and you want to keep the changes, select No. If you want to return to Voyager s default distribution, select Yes. This is applicable to saved worksheets only. If you select Yes, Voyager overrides the manual changes. If you want to distribute interest to everyone, regardless of the date specified in the Post Dep Int Date field in the deposit interest rule. This option is intended for when you are transferring management of a property and you want to distribute all deposit interest. To delete a saved deposit interest distribution worksheet If you posted the deposit interest distribution, you cannot delete the distribution worksheet. You can use the Reverse Deposit Interest Distribution feature to delete a posted distribution. For more information, see To reverse a depositinterest distribution on page From the side menu, select Residential > Deposit Interest > Distribute Deposit Interest. The Distribute Deposit Interest screen appears. 2 Complete the screen. For field descriptions, see Distribute Deposit Interest Screen Reference on page Click Submit. A table showing the residents that can receive a deposit-interest distribution appears. 4 Click Delete. 5 Click OK.

282 270 Chapter 13: Deposit Interest Deposit Interest Utilities Voyager includes a set of deposit interest utilities that you can use to perform special functions. The following table describes the deposit interest utility functions: Utility Function Reverse Deposit Interest Calculation Reverse Deposit Interest Distribution Rebuild Deposit Interest Description Reverses the journal entry that was created when you posted the deposit interest. You can then recalculate the deposit interest. If you posted deposit interest for multiple residents, reversing the journal entry reverses the deposit interest calculated for all those residents. Reverses the distribution of deposit interest for individual residents. If the distribution method was a check and the check has been issued, you must void the check first. If you distributed deposit interest by check but one resident has an outstanding balance, you can reverse the distribution for only that resident. You can then redistribute the deposit interest as a credit charge. Recalculates the amount of deposit interest on the Deposit Info tab on the Resident screen. This may be required after reversing a deposit interest calculation or distribution if there is a discrepancy between the Deposit Interest Liability Detail report and Interest Accrued field on the Deposit Info tab. This section includes the following procedures: To reverse a deposit-interest calculation To reverse a deposit-interest distribution To rebuild a resident s deposit interest To reverse a deposit-interest calculation 1 From the side menu, select Setup> Deposit Interest > Utilities > Reverse Deposit Interest Calculation. The Reverse Deposit Interest Calculation filter appears. 2 Complete the filter. For field descriptions, see Reverse Deposit Interest Calculation Filter Reference on page Click Submit. 4 If you selected No in the Report Only field, a confirmation request appears. Click OK. The Reverse Deposit Interest Calculation report appears. Voyager reverses the deposit interest calculation and adjusts the date in the Last Accrued field on the Deposit Info tab on the Resident screen. If you calculated deposit interest for multiple residents, all those residents are included in the journal entry. When you reverse the journal entry, all those residents are affected. If you calculated deposit interest for one resident, the journal entry will affect only that resident.

283 Yardi Voyager Residential User s Guide 271 Reverse Deposit Interest Calculation Filter Reference Journal Entry Ctrl# Reversal JE Date Reversal JE Post Month Report Only Control number for the journal entry that you want to reverse. TIP If you do not know the batch number, you can generate a Deposit Interest Liability Detail report. From the side menu, select Residential > Deposit Interest > Reports > Deposit Interest Liability Detail Report. For more information, see Deposit Interest Reports on page 273. Date for the journal-entry reversal. Post month for the journal-entry reversal. If you want to review the report prior to reversing the journal entry, select Yes. If you want reverse the journal entry, select No. To reverse a deposit-interest distribution 1 From the side menu, select Setup > Deposit Interest > Utilities > Reverse Deposit Interest Distribution. The Reverse Deposit Interest Distribution screen appears. 2 Complete the screen. For field descriptions, see Reverse Deposit Interest Distribution Screen Reference on page Click Display. A table showing the deposit interest distributions that can be reversed appears. The Distribution Status field displays Reversed for distributions that have already been reversed. 4 In the Exclude field corresponding to each distribution that you want to review, click the word Included to change it to Excluded. If you want to reverse all of the distributions on the list, you can click the Exclude All check box. If you want to reverse the deposit interest calculation after reversing the distribution, you must reverse the entire distribution. You cannot reverse the calculation if you reverse individual distributions.

284 272 Chapter 13: Deposit Interest 5 Click Post. If you reversed the interest distribution for all residents included in the calculation, you can reverse the interest calculation. For information, see To reverse a deposit-interest calculation on page 270. If you reversed an interest distribution for some, but not all, residents included in the calculation, you can redistribute the undistributed amount. For more information, see To distribute deposit interest on page 268. Reverse Deposit Interest Distribution Screen Reference To Date Trans Date Post Month Show Reversed Show Excluded Last day of the calculation period. Voyager calculates interest for all receipts with transaction dates prior to this date that were added since the last time that Voyager calculated deposit interest including new receipts with a transaction date from a period for which it already calculated the interest. Transaction date for the reversal. Month to post the transactions. If you want Voyager to display reversed transactions, select this check box. If you want Voyager to display excluded transactions, select this check box.

285 Yardi Voyager Residential User s Guide 273 To rebuild a resident s deposit interest 1 From the side menu, select Setup > Deposit Interest > Utilities > Rebuild Tenant Deposit Interest. The Rebuild Resident Deposit Interest filter appears. 2 Complete the filter: Show Report Only Select which residents you want Voyager to include in the rebuild function. All Voyager includes all residents Only Difference Voyager includes residents where the actual amount differs from the amount displayed on the Deposit Info tab on the Resident screen. If you want Voyager to display the report without rebuilding the deposit interest, select Yes. If you want Voyager to display the report and to rebuild the deposit interest, select No. 3 Click Submit. Deposit Interest Reports There are three types of reports that are available for deposit interest. These are analytic reports, deposit interest liability reports and others. Analytic Reports If you want to view any of the analytic reports, select Residential > Deposit Interest > Deposit Interest Analytics. Report Name Unposted Interest Calculation Previously Posted Interest By Batch Deposit Interest Transaction Register Description Displays deposit interest that was previously calculated. Displays the deposit interest journal entry, by batch. Displays journal entry, charge or payable information for depositinterest transactions.

286 274 Chapter 13: Deposit Interest Deposit Interest Liability Reports Report Name Menu Path Description Deposit Interest Liability Summary Residential > Deposit Interest > Reports > Deposit Interest Liability Summary Displays a summary of deposit interest amounts by resident, including the current accrued amount and the uncalculated amount. Deposit Interest Liability Summary By Batch Residential > Deposit Interest > Reports > Deposit Interest Liability Summary By Batch Displays a summary of deposit interest amounts, by batch. Deposit Interest Liability Detail Residential > Deposit Interest > Reports > Deposit Interest Liability Detail Displays deposit information and transaction information for each resident. Deposit Interest Liability Detail By Batch Residential > Deposit Interest > Reports > Deposit Interest Liability Detail by Batch Displays deposit information and transaction information for each resident, by batch. Other Reports Report Name Menu Path Description Rule Report Setup > Deposit Interest > Rules > Rule Report Deposit Interest Distribution Residential > Deposit Interest > Reports > Deposit Interest Distribution Undistributed Deposit Interest Residential > Deposit Interest > Reports > Undistributed Deposit Interest Deposit Interest Paid Summary Residential > Deposit Interest > Reports > Deposit Interest Paid Summary Residents with No Anniversary Date Residential > Deposit Interest > Reports > Residents with No Anniversary Date Displays the deposit interest rules and properties associated to each rule. Displays the amount of interest distributed, by resident, including current deposit information. You can view the resident ledger from the report. Displays by resident calculated deposit interest which has not been distributed. Displays the amount of interest distributed, by resident. Displays residents without a date in the Anniversary field on the Deposit Info tab on the Resident screen for the property associated with the deposit interest rule. Deposit Interest Calculation Reversals Residential > Deposit Interest > Reports > Deposit Interest Calculation Reversals Displays the original journal-entry control number and new journal-entry control number for deposit interest calculations that were reversed.

287 Yardi Voyager Residential User s Guide 275 Preparing T5 Forms This section explains how to process T5 Return of Investment Income forms for interest paid to Canadian residents. For information about processing interest income for U.S. residents, see the Voyager End-of-Year Procedures Guide for the tax year. In Canada, you may be required to provide your residents with a T5 Return of Investment Income form for interest paid to the resident during the year. If you provide a resident with a T5 slip, you must complete a T5 Information Return and provide it to the Revenue Canada Agency. Voyager can generate a report with information to complete the T5 Summary form and T5 slips. It can also generate the T5 slips and T5 Summary. Roommates that have the Lessee check box selected on the Roommate screen will appear on the T5 Report. The primary resident and the first roommate will appear on the T5 slip, T5 Summary and the T5 Summary XML file. If you file more than 50 information slips, you must submit the T5 Summary form electronically. Voyager can also create the electronic file in XML format. You can then upload the file to the Canada Revenue Agency (CRA). This section includes the following procedures: To generate a T5 Report To generate T5 slips To generate the T5 Summary To create an XML file of the T5 Summary To generate a T5 Report 1 From the side menu, select Residential > Deposit Interest > T5 > T5 Analytics. The T5 Reports screen appears. 2 In the Report Type field, select T5 Report.

288 276 Chapter 13: Deposit Interest 3 Complete the screen: Vendor Report Code Minimum Amount Vendor code for the management organization that is issuing the T5 slip. Type of T5 slip that you want to generate. Options are Original, Amended, or Canceled. Minimum amount of deposit interest paid for which you will issue a T5 slip. 4 Click Submit. To generate T5 slips 1 From the side menu, select Residential> Deposit Interest > T5 > T5 Analytics. The T5 Reports screen appears. 2 In the Report Type field, select T5 PDF Slips. 3 Complete the screen: Vendor Report Code Minimum Amount Vendor code for the management organization that is issuing the T5 slip. Type of T5 slip that you want to generate. Options are Original, Amended, or Canceled. Minimum amount of deposit interest paid for which you will issue a T5 slip. 4 Click Submit. To generate the T5 Summary 1 From the side menu, select Residential > Deposit Interest > T5 > T5 Analytics. The T5 Reports screen appears. 2 In the Report Type field, select T5 PDF Summary.

289 Yardi Voyager Residential User s Guide Complete the screen: Vendor Contact Report Code Minimum Amount Is this an additional T5 Summary Have you filed a T5 Information return before Vendor code for the management organization that is issuing the T5 form. Code for the contact for management organization that is issuing the T5 form. Type of T5 slip that you want to generate. Options are Original, Amended, or Canceled. Minimum amount of deposit interest paid for which you will issue a T5 slip. If this is an original T5 Summary, select No. If this is an additional T5 Summary, select Yes. If you have filed a T5 Summary in previous years, select Yes. If you have not filed a T5 Summary, select No. 4 Click Submit. To create an XML file of the T5 Summary 1 From the side menu, select Residential > Deposit Interest > T5 > T5 Reports. The T5 Reports screen appears. 2 In the Report Type field, select Create XML. 3 Complete the rest of the screen, as needed: Vendor Contact Report Code Minimum Amount Transmitter Number Vendor code for the management organization that is issuing the T5 form. Code for the contact for management organization that is issuing the T5 form. Type of T5 slip that you want to generate. Options are Original, Amended, or Canceled. Minimum amount of deposit interest paid for which you will issue a T5 slip. Electronic submission number issued to you by the Canada Revenue Agency. 4 Click Submit. A confirmation message appears on the top part of the screen with a link to the XML file. You can save the XML file to your local computer, then transmit it to the Canada Revenue Agency. For more information, contact the Canada Revenue Agency.

290 278 Chapter 13: Deposit Interest Simple Deposit Interest In this section: Calculating Simple Deposit Interest Distributing Simple Deposit Interest This section describes how to set up and use the simple deposit interest method for calculating and distributing deposit interest. Calculating Simple Deposit Interest Use the simple deposit interest method to calculate a percentage or flat amount of interest for a single resident or all residents of a property. This method requires no setup. If you use this method, Voyager does not prevent you from paying interest more than once to the same resident for the same period. You can calculate deposit interest for one or more residents. Voyager calculates the deposit interest and updates the Interest field on the Deposit Info tab of the Resident screen. The Interest field and Calc. button do not appear on the Deposit Info tab of the Resident screen if a depositinterest rule was set up for the property. In that case, you must use the comprehensive deposit-interest distribution method. For more information, see Comprehensive Deposit Interest on page 250. Voyager does not record the amount of deposit interest calculated for a specified period. If you use this method, ensure that you maintain a record of when you last calculated deposit interest. After you have calculated deposit interest, you can then distribute the interest. This section includes the following procedures: To calculate interest using the simple deposit interest for multiple residents To calculate interest using simple deposit interest for one resident To calculate interest using the simple deposit interest for multiple residents 1 From the side menu, select Charges > Distribute Interest. The Distribute Interest filter appears. 2 Complete the filter. For field descriptions, see Distribute Interest Filter Reference on page Click Submit. Voyager distributes the interest and displays a message showing the amounts and recipients of distributions.

291 Yardi Voyager Residential User s Guide 279 Distribute Interest Filter Reference Lease Expires Search Text Amount Type Amount Period Range of lease expiration dates. Text to search for in the Notes field on the Resident screen. Method by which Voyager distributes the deposit interest: Flat $ Amount Distributes a total flat monetary amount. Voyager bases the distribution on each resident s share of total deposits, and the length of time that each resident was an occupant. % Interest Distributes a percentage of the resident s deposit amount. Voyager calculates the interest as a percentage of the amount in the Deposit field on the Resident screen. Amount of interest that you want Voyager to distribute, either as a flat amount or percentage based on your selection in the Amount Type field. If you selected Flat $ Amount in the Amount Type field, type the total monetary amount that you want Voyager to distribute as interest. Voyager distributes the total amount among the residents who match the filter criteria. Voyager bases the distribution on each resident s share of total deposits, and the length of time each resident or was an occupant. If you selected % Interest in the Amount Type field, type the annual percentage rate that you want Voyager to distribute as interest. For example, to pay at an annual rate of 5%, type 5; to pay at a rate of 6-3/4%, type The interest is non-compounding. Voyager pays a percentage of the amount displayed in the Deposit field on the Resident screen. Range of dates during which interest accumulated. Voyager uses this date range with the date in the Move-In field on the Resident screen. When distributing a flat amount among multiple residents, Voyager prorates the amount of interest due residents who moved in during the period. When distributing a percentage to multiple residents, it calculates the number of months and days interest accumulated for each resident. WARNING Select your dates carefully. This method of paying interest does not keep track of interest already paid and does not prevent multiple interest payments to the same resident for the same period. # Deposits Number of security deposit fields from the Resident screen that Voyager should use for calculating interest on security deposits. Typing 1 tells Voyager to use only the first deposit field; typing 4 tells Voyager to use the first four fields. You cannot skip a deposit field and use others after it.

292 280 Chapter 13: Deposit Interest To calculate interest using simple deposit interest for one resident 1 Open the resident record. For more information, see Reviewing and Editing Resident Records on page Click the Deposit Info tab. 3 Click the Calc. button. The Interest Calculator screen appears. 4 Complete the following fields: Move-In Move Out Interest % Voyager displays the move-in date of the resident. If you want to calculate deposit interest from a different date, type the date from which you want to calculate deposit interest. Date to which you want to calculate deposit interest. If you are calculating the amount of deposit interest only, and the tenant will remain a current tenant, this is the date used to calculate deposit interest to. Interest rate. By default, this field displays the percentage from the % of Interest on Deposit field on the Property Control screen. For information about setting up that field, see Working with Property Records in the Voyager User Interface and Common Procedures Guide. 5 Click Calculate. Voyager updates the Interest field. 6 Click Save. Voyager updates the Interest field on the Deposit Info tab on the Resident screen with the amount from the Interest field on the Interest Calculator screen. If you want to distribute the deposit interest by credit charge, you can come the Posting Parameters section of the screen. For more information, see To add a credit charge to a resident to distribute simple deposit interest on page Click the Save button on the top part of the screen.

293 Yardi Voyager Residential User s Guide 281 Distributing Simple Deposit Interest Use the simple deposit interest method to pay each resident the amount specified in the Interest field on the Resident screen. You can either create a payable batch with a payable for one or more residents or add a credit charge to an individual resident for the amount of the deposit interest. Before you can pay deposit interest using this method, you must complete the Interest field on the Deposit Info tab on the Resident screen. For more information, see Calculating Simple Deposit Interest on page 278. This method does not record deposit interest distributions. Maintain a record of when you paid interest to ensure you do not pay the same resident deposit interest more than once for the same period. This section includes the following procedures: To create a payable to distribute simple deposit interest To add a credit charge to a resident to distribute simple deposit interest To create a payable to distribute simple deposit interest 1 From the side menu, select Payables > Pay Interest. The Pay Interest filter appears. 2 Complete the filter. For field descriptions, see Pay Interest Filter Reference on page Click Submit. Voyager posts interest invoices in a payable batch and a confirmation message appears. The payable batch number appears as a link. Click the link to review the payable batch. You must post the batch in order to complete the process. For more information, see Accounts Payable in the Voyager Core Financials User s Guide. Pay Interest Filter Reference Move-In Month Search Text Interest Acct Number that corresponds with the month the resident moved in. Text to search for in the Notes field on the Resident screen. G/L account number for resident interest payments.

294 282 Chapter 13: Deposit Interest Min Amount Invoice Date Post Month Payable Notes Smallest amount for which you want to make payments. Recording date for the interest payment invoices. Month and year in which the interest payments will affect the G/L. Remarks for the Notes field on the interest invoices. To add a credit charge to a resident to distribute simple deposit interest 1 Open the resident record. For more information, see Reviewing and Editing Resident Records on page Click the Deposit Info tab. 3 Click the Calc. button. The Interest Calculator screen appears. 4 Complete the following fields: Move-In Move Out Interest % Notes Post Date Post Month Voyager displays the move-in date of the resident. If you want to calculate deposit interest from a different date, type the date from which you want to calculate deposit interest. Date to which you want to calculate and distribute deposit interest. Interest rate. Text to appear in the Notes field of the credit charge. Date on which you want to post the deposit interest credit charge. Month in which you want to post the deposit interest credit charge. 5 Click Calculate. Voyager updates the Interest field. 6 Click Post. A confirmation message appears. To view the charge, click the link. 7 Click Save on the Resident screen.

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